SECTION 1€¦ · Web viewAs business continuity and disaster recovery plans are developed and new systems architectures implemented, the policies and procedures of the Pandemic

©2020 XYZ Inc. All rights reserved.

This Pandemic Plan was prepared for ABC Corp . by XYZ Inc . All content is based on internationally recognized business and governmental agency best practices for businesses in response to a pandemic event. XYZ Inc accepts no liability on behalf of ABC Corp for errors or omissions as part of the development and implementation of this plan.

ABC Corp CONFIDENTIAL – DRAFT

Version Control

DATE VERSION NUMBER

EXPLANATION APPROVED BY:

ABC Corp 4


Table of Contents1.4.2.6 Site Screening Team...................................................................................................................................81.4.3 CRISIS MANAGEMENT STRUCTURE – HEAD OFFICE – PLEASE CREATE THIS WITHOUT USING NAMES OF THE INDIVIDUALS........................................................................................................................................................91.4.4 CRISIS MANAGEMENT STRUCTURE – SITE EXAMPLE SAME AS 1.4.3.....................................................101.5 MAINTENANCE OF THE PANDEMIC PLAN..........................................................................................111.5.1 MANAGING CHANGE..........................................................................................................................................111.5.2 REVIEW OF THE PANDEMIC PLAN..................................................................................................................111.5.3 RECORDS AND STANDARD FORMS...................................................................................................................111.6 PLAN ACTIVATION.............................................................................................................................. 111.7 PANDEMIC GOVERNANCE PROCESS................................................................................................... 141.7.1 DETERMINATION AND APPROVAL OF PANDEMIC PHASE...........................................................................141.7.2 PANDEMIC PHASE TRIGGERS...........................................................................................................................141.7.3 DETERMINATION AND APPROVAL OF BUSINESS/SITE RESTRICTIONS....................................................151.8 BACKUP AND SUCCESSION PLANS......................................................................................................151.8.1 DEPARTMENTAL DEMOGRAPHICS TEMPLATE..............................................................................................161.9 PANDEMIC TRAINING REQUIREMENTS..............................................................................................161.9.1 PANDEMIC AWARENESS TRAINING.................................................................................................................161.10 INFORMATION TECHNOLOGY...........................................................................................................171.10.1 OVERVIEW........................................................................................................................................................ 171.10.2 REMOTE ACCESS AND SECURITY PROTOCOLS............................................................................................171.10.3 VOICE COMMUNICATIONS INFRASTRUCTURE.............................................................................................171.10.4 CRITICAL BUSINESS APPLICATIONS.............................................................................................................181.11 BUSINESS FUNCTION CURTAILMENT BY PANDEMIC PHASE...........................................................181.11.1 FINANCIAL RESPONSES TO PANDEMIC........................................................................................................181.11.2 PREDICTED IMPACT OF A PANDEMIC ON BUSINESS RESULTS................................................................181.11.3 LINES OF CREDIT.............................................................................................................................................191.11.4 INSURANCE COVERAGE FOR PANDEMICS....................................................................................................201.11.5 PANDEMIC IMPACT ON EXISTING CONTRACTUAL PERFORMANCE.........................................................201.11.6 FINANCIAL APPROVAL AND SIGNING AUTHORITIES.................................................................................201.12 POST PANDEMIC.............................................................................................................................. 211.12.1 POST PANDEMIC DEBRIEF AND PLAN REVIEW.........................................................................................21

SECTION 2.0 – PANDEMIC POLICIES .............................................................................................. 22

2.1 PURPOSE AND SCOPE......................................................................................................................... 222.2 CORPORATE PANDEMIC POLICIES..................................................................................................... 222.2.1 MONITORING OF ILLNESS AND SICK TIME (ABC CORP -MST)................................................................222.2.2 SHORT-TERM SICK LEAVE/DISABILITY (ABC CORP.-STD)...................................................................232.2.3 LONG-TERM DISABILITY (ABC CORP -LTD)..............................................................................................232.2.4 PERSONAL LEAVE POLICY (ABC CORP -PLP).............................................................................................232.2.5 FLU VACCINE POLICY (ABC CORP -FVP).....................................................................................................232.2.6 USE OF PERSONAL PROTECTIVE EQUIPMENT POLICY (ABC CORP -PPEP)..........................................242.2.7 HAND HYGIENE POLICY (ABC CORP -HHP)...............................................................................................242.2.8 WORKPLACE CLEANING POLICY (ABC CORP -WCP)................................................................................252.2.9 SELF-SCREENING POLICY (POLICY ABC CORP -SSP)................................................................................26

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2.2.10 WORKPLACE SCREENING POLICY (POLICY ABC CORP -WSP)..............................................................272.2.11 SEND HOME POLICY (POLICY ABC CORP -SHP).....................................................................................292.2.12 SOCIAL DISTANCING POLICY (POLICY ABC CORP -SDP).......................................................................292.2.13 DISPOSAL OF USED PERSONAL PROTECTIVE EQUIPMENT POLICY (POLICY ABC CORP DPPE).....302.2.14 BUSINESS TRAVEL POLICY (POLICY# ABC CORP -TP)..........................................................................302.2.15 ISOLATION AND QUARANTINE POLICY (ABC CORP -IQP).....................................................................32

SECTION 3.0 - INFECTION PREVENTION RESOURCES .............................................................. 34

3.1 SIGNAGE TEMPLATES BY TYPE AND PANDEMIC PHASE...................................................................343.2 GUIDELINE DOCUMENTS.................................................................................................................... 463.2.1 SELF-SCREENING ASSESSMENT GUIDELINES................................................................................................463.2.2 INFLUENZA-LIKE ILLNESS ASSESSMENT FORM............................................................................................463.2.3 SCREENING CHECKLIST FOR DETECTION AND MANAGEMENT OF SUSPECTED PANDEMIC INFLUENZA CASES IN PHASES 5 & 6.............................................................................................................................................. 483.2.4 SITE PAYROLL ADMINISTRATOR CHECKLIST................................................................................................493.2.5 TRAVEL PANDEMIC AWARENESS GUIDELINES.............................................................................................503.2.6 HOW TO STAY HEALTHY DURING A PANDEMIC EVENT.............................................................................523.2.7 QUARANTINE PROCEDURES.............................................................................................................................533.2.8 PANDEMIC REFERENCE SITES..........................................................................................................................543.2.9 WHAT IS INFLUENZA?.......................................................................................................................................573.2.9.1 Avian Influenza..........................................................................................................................................583.2.9.2 Differences between Seasonal Influenza and Pandemic Influenza.....................................583.2.9.3 Differences between Influenza and a Common Cold.................................................................583.2.10 CANADA LABOUR CODE AND OCCUPATIONAL HEALTH AND SAFETY REGULATIONS.........................593.2.11 SELECTED FEDERAL AND PROVINCIAL LABOUR STATUTES AND REGULATIONS.................................603.2.12 THREE RIGHTS OF EMPLOYEES....................................................................................................................613.2.13 DUTIES OF ABC CORP AND EMPLOYEES....................................................................................................613.3 MENTAL HEALTH RESOURCE.............................................................................................................623.3.1 MENTAL HEALTH SELF-SCREENING GUIDELINES........................................................................................623.3.2 MENTAL HEALTH SELF-SCREENING SURVEYS.............................................................................................623.3.3 MENTAL HEALTH RESOURCES PROFESSIONAL AVAILABLE.......................................................................623.3.3.1 Mental Health Telephone Resources................................................................................................623.3.3.2 Mental Health Onsite Resources.........................................................................................................62

SECTION 4.0 – COMMUNICATIONS ................................................................................................. 63

4.1 COMMUNICATIONS.............................................................................................................................. 634.1.1 COMMUNICATIONS PLAN BY STAKEHOLDER AND PANDEMIC PHASE......................................................634.1.1.1 Pre-Pandemic..............................................................................................................................................634.1.1.2 Pandemic Alert...........................................................................................................................................634.1.1.3 Pandemic......................................................................................................................................................634.1.1.4 Post-Pandemic............................................................................................................................................644.1.2 PROCEDURE FOR COMMUNICATIONS PLAN DELIVERY................................................................................644.2 KEY INTERNAL BUSINESS STAKEHOLDERS........................................................................................644.3 KEY EXTERNAL BUSINESS STAKEHOLDERS.......................................................................................654.4 REPORTING DURING A PANDEMIC.....................................................................................................654.5 COMMUNICATIONS MEDIA AND INFRASTRUCTURE...........................................................................664.6 EMERGENCY CALL COMMUNICATIONS...............................................................................................66

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4.7 PANDEMIC MESSAGING...................................................................................................................... 674.7.1 PHASE 3...............................................................................................................................................................674.7.1.1 Phase 3 – Employees...............................................................................................................................674.7.1.2 Phase 3 – Company Management......................................................................................................684.7.1.3 Phase 3 – Clients........................................................................................................................................694.7.1.4 Phase 3 – Suppliers..................................................................................................................................704.7.1.5 Phase 3 – Tenants.....................................................................................................................................714.7.2 PHASE 4...............................................................................................................................................................724.7.2.1 Phase 4 – Employees...............................................................................................................................724.7.2.2 Phase 4 – Company Management......................................................................................................734.7.2.3 Phase 4 – Clients........................................................................................................................................744.7.2.4 Phase 4 – Suppliers..................................................................................................................................754.7.2.5 Phase 4 – Tenants.....................................................................................................................................764.7.3 PHASE 5...............................................................................................................................................................774.7.3.1 Phase 5 – Employees...............................................................................................................................774.7.3.2 Phase 5 – Company Management......................................................................................................784.7.3.3 Phase 5 – Clients........................................................................................................................................794.7.3.4 Phase 5 – Suppliers..................................................................................................................................804.7.3.5 Phase 5 – Tenants.....................................................................................................................................814.7.4 PHASE 6...............................................................................................................................................................824.7.4.1 Phase 6 – Employees...............................................................................................................................824.7.4.2 Phase 6 – Company Management......................................................................................................834.7.4.3 Phase 6 – Clients........................................................................................................................................844.7.4.4 Phase 6 – Suppliers..................................................................................................................................854.7.4.5 Phase 6 – Tenants.....................................................................................................................................864.7.5 PHASE 7...............................................................................................................................................................874.7.5.1 Phase 7 – Employees...............................................................................................................................874.7.5.2 Phase 7 – Company Management......................................................................................................884.7.5.3 Phase 7 – Clients........................................................................................................................................894.7.5.4 Phase 7 – Suppliers..................................................................................................................................904.7.5.5 Phase 7 – Tenants.....................................................................................................................................914.8 COMMUNICATIONS PLAN CHECKLIST................................................................................................924.8.1 COMMUNICATIONS PLAN CHECKLIST.............................................................................................................92

SECTION 5.0 – PANDEMIC DECISION SUPPORT MATRIX ........................................................ 93

5.1 PANDEMIC PHASE 3 - PLANNING.......................................................................................................935.2 PANDEMIC PHASE 4 - PREPARATION................................................................................................945.3 PANDEMIC PHASE 5 - PREVENTION.................................................................................................. 965.4 PANDEMIC PHASE 6 - CONTAINMENT...............................................................................................985.5 PANDEMIC PHASE 7 - RECOVERY....................................................................................................101

GLOSSARY OF TERMS ....................................................................................................................... 103

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1.4.2.6 Site Screening Team

Role: The Site Screening Team is responsible for manning the site screening stations and enforcing screening directives amongst all employees and visitors to the premises at Phase 6.

Responsibilities:• Assemble and prepare screening stations for use as required by the site-specific

requirements of the Pandemic Plan;• Oversee manning of screening stations and administers screening questionnaires;• Administer such tests as are required by the Infectious Disease Control guidelines, the

Pandemic Plan and the specific circumstance (e.g. temperature test using disposable thermometer, etc.);

• Observe and monitor employees and visitors to the site to ensure that individuals not meeting safe screening guidelines are identified; and

• Ensure that screened individuals who are refused entry are treated according to the Infection Prevention guidelines.

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1.4.3 Crisis Management Structure – Head Office – Please create this without using names of the individuals

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1.4.4 Crisis Management Structure – Site Example Same as 1.4.3

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1.5 Maintenance of the Pandemic Plan

1.5.1 Managing Change

The Pandemic Plan will be reviewed for accuracy and completeness as a result of a change to an activity or task, results of tests or actual events, legislative requirements, or the Company Health & Safety Policy. The Plan will be updated, as required based on advice of Crisis Management Team and overseen by the Pandemic Coordinator.

Changes will be tracked on the version control sheet.

1.5.2 Review of the Pandemic Plan

The Corporate Pandemic Coordinator will review the Pandemic Plan on a semi-annual basis for currency.

1.5.3 Records and Standard forms

Where the Pandemic Plan requires records to be kept, note the information required to be retained as well as the record-keeping, availability and approvals requirements. Include any samples or examples of corporate forms in this section and site specific forms in section 1 of the Site Annex.

1.6 Plan Activation

Monitoring of media reports and health advisories is an important preparedness measure that will provide critical information necessary for management to assess the nature of the pandemic threat and possible timing of an outbreak. The Crisis Management Team and the ABC Corp Pandemic Coordinator, together with theMedical Advisor ) will monitor health advisories and ensure management is informed as appropriate. This does not supersede the similar responsibilities of the various Property and Security Managers at specific ABC Corp sites to also monitor health advisories for their local area as appropriate.

The CMT and specific site and corporate management will determine the activation of any pandemic protocols within ABC Corp. Activation triggers will be based on an alert system (described below) synchronized with World Health Organization (WHO) alert levels and national medical authority recommendations. The ABC Corp crisis management organization will be activated if a decision regarding implementation of pandemic protocols is required and this organization will be the primary decision making structure throughout the course of any pandemic period.

If a pandemic outbreak were to occur, immediate attention would need to be directed toward implementing appropriate response measures. This would include establishing communications links with health officials, ensuring medical advisory support is available, strengthening travel restrictions, managing fear and panic, implementing social distancing measures, deploying

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personal protection measures and improving the rigor of cleaning and sanitation efforts. Additionally, appropriate HR policies (designed specifically for pandemic event) will be activated.

The ABC Corp Pandemic Plan defines specific alert codes that when declared, automatically trigger activation of certain pandemic protocols. These alert codes are based on WHO defined pandemic phases. The Crisis Management Team will define overall corporate response in the event one or more site specific plans are triggered.

Green Alert Code – The CMT in consultation with the Company’s Medical Advisor may declare the pandemic phase, based on site-specific circumstances and in conjunction with public health authority recommendations. The CPOT (as defined in the ABC Corp Crisis Management structure) will convene and determine level of activation of the Pandemic Contingency Plan

Orange Alert Code – The CPOT will implement pandemic policies and workplace safety measures. The CPOT may be activated daily at this stage to provide guidance and support as necessary. Corporate wide implications will be reviewed and triggered if necessary.

Red Alert Code – The CPOT shall be activated daily, along with Emergency Management Teams at ABC Corp head office and the various effected sites across the country. This will be the organizational structure that will manage all aspects of the pandemic response including safety of employees and business continuity challenges for the corporation.

The World Health Organization (WHO) will determine what phases the world is in and adjust its alert codes based on these phases. It is important to recognize however, that certain regions in the world may be experiencing a much greater threat depending on a localized outbreak. Therefore, although one of ABC Corp sites may be operating under an alert code red due to a local outbreak, ABC Corp will still operate under the global phases determined by WHO as detailed in the chart below.

WHO PANDEMIC PHASE

Pandemic Outbreak Level Alert Code

1-3 Limited number of animal to human transmissions. GREEN

4 Recognized evidence of human-to-human transmission able to cause community-level outbreaks ORANGE

5 Major outbreaks confined to specific areas. RED6 Global Pandemic RED

Stand Down Recovery BLUE

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1.6.1 WHO Pandemic Level Planning Framework

WHO Phases Status Trigger Phase Goals & Objectives

INTE

RP

AN

DE

MIC

1No new virus in animals; low risk

Business as Usual Status Quo Ongoing monitoring

Continue normal operations Ensure ABC Corp has the tools

and plan in place 2New virus in animals; some human risk

Surveillance WHO Phase 2 Warning

3New virus in humans; not spreading

Planning WHO Phase 3 Warning

Prepare through regular communications, Pandemic Planning, training, and general awareness

PA

ND

EM

IC A

LER

T

4

New virus in localized clusters; limited human to human transmission

Preparation

Outbreaks in Rural/Urban Areas of 2-3 Countries

Pandemic Governance activated Take precautions in advance Refresher training for all

employees and families Purchase and stockpile of critical

items Corporate Crisis Management

Team meets as required

PA

ND

EM

IC IM

MIN

EN

T

5

New virus in larger clusters; some human to human transmission – Substantial Risk

Prevention

Larger Outbreaks in Urban Areas of Foreign Country

Outbreak in local area

Travel restricted Employees and family members

begin self-screening Monitor attendance HR policies changed to

emergency policies

PA

ND

EM

IC

6

Sustained human to human transmission in general population

Containment

Outbreak in local area

Public Health Emergency

Absences at various levels

Social distancing in offices Screening stations established Business curtailment activities

monitored Additional site funding

arrangements

PO

ST

7

Pandemic burning out; vaccine available

Recovery

Pandemic burning out; Vaccine available

Immediate high sales activity to capture additional market share

Rebuild financial reserves and inventories

Ensure employees and family members receive counseling and support as necessary

The term “Alert Level X” and “Phase X” are interchangeably used through out this plan.

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1.7 Pandemic Governance Process

1.7.1 Determination and Approval of Pandemic Phase

Some activities outlined in the plan will need to be addressed early in the stage and others may be conducted later. This could be because of the immediacy of the task, the need to transition to the next stage or simply to spread the workload over a period of time.

From a company-wide perspective, the CMT will determine if and when the Pandemic Level is to be changed. The SEMTC may determine when a pandemic level should be changed for their specific site after consulting with the CPOT.

1.7.2 Pandemic Phase Triggers

Pandemic Phase General Triggers3 - Planning Current State of Readiness

4 - Preparation

Outbreaks in rural areas of foreign countries as reported by WHO or PNN1

Outbreaks in rural and/or urban areas of 2-3 foreign countries as reported by WHO or PNN

5 - Prevention Larger outbreaks in urban areas of a foreign country as reported by WHO or PNN

Outbreak within as reported by WHO or PNN

6 - Containment

Consider impact of outbreaks where ABC Corp has properties in local area (province or city) of any ABC Corp locations

Large employee absences at various levels at any or all ABC Corp locations

7 - Recovery Epidemic or pandemic burning out and vaccine available

1 PNN (Pandemic News Network) – online service hosted by Pandemic 101™ to deliver the latest pandemic and infectious disease information on a minute-by-minute basis, delivered to e-mail or BlackBerry. The Firm Pandemic Coordinator and back-up are subscribed to this service.

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1.7.3 Determination and Approval of Business/Site Restrictions

Pandemic Phase Required Activity Approval Authority Required

3 - Planning 1. Monitor CMT

4 - Preparation1. Pandemic Program Governance Initiated2. Pandemic Refresher Training for all employees3. PPE stocks reviewed and increased

CMTSite EMT

5 - Prevention

1. Out-of-town travel restricted2. Members begin self-screening3. Communication to stakeholders4. HR policies changed to Emergency policies5. Infectious disease control measures enforced6. Absence levels monitored

CMTSite EMT

6 - Containment

1. Social distancing instituted2. Split work shifts for specific job functions3. Shift between working onsite vs. offsite4. Communication to stakeholders5. Screening stations established 6. Access points to facilities restricted7. Curtailment of services as necessary

CMTSite EMT

1.8 Backup and Succession Plans

In the event of a pandemic, absenteeism due to illness may involve key individuals, and in some instances, key employees and managers may actually die. To ensure continuity in ABC Corp operations in the event of a pandemic, designating in advance those individuals who will assume certain roles on a provisional basis is critical.

Such contingency planning is not meant to serve as a full succession plan. Nor are these plans meant to be static: they are to be continually updated to reflect normal course changes in the complement of employees and to accommodate changing definitions of roles and duties of individual employees. In effect, during periods when no emergency exists, each role should be evaluated in terms of its place within curtailment and continuity plans adopted to safeguard employees and the business of ABC Corp in the event of a pandemic.

Section X1.2 of each Site Annex (i.e. A1.2 for Head Office) details the business impact analysis for each site.

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1.8.1 Departmental Demographics Template

Department:

Total Staff:

Age Group Gender LanguagesAge # % Gender # % Language # %<20 20 – 3031 – 4041 – 5051 – 60>60

MaleFemale

EnglishFrenchSpanishOther

Influenza Pandemics impact age and gender groups differently. The impact to each group can vary between influenzas.The primary tactic for mitigating the risk will vary by site. At Head Office, with the type of services offered by ABC Corp and the availability of remote access, one of the primary tactics in Alert Level 6 will be to split staff between on- and off-site. On site at a property, the focus would be on splitting shifts.

The departmental demographics template will help decide on the staffing allocations. If suitable to daily operations, the groups with the highest risk factor should work off-site as long as critical business functions are maintained through the staff that remains on-site.

In Phase 5, HR can populate this Demographics Template from the HR application for Head Office and all sites.

1.9 Pandemic Training Requirements

A key focus of the ABC Corp Pandemic Plan is ensuring that the business can remain operational for core services throughout the duration of a pandemic and can recover quickly from the effects of a pandemic. The success of this strategy requires that employees be aware of, and prepared to cope with, the threat from infectious diseases.

Consequently, in the Pandemic Plan, pre-event training is a critical tool for minimizing the impact of a pandemic on ABC Corp employees and their families.

1.9.1 Pandemic Awareness Training

ABC Corp will provide all employees with login access to a course on Pandemic Awareness Training. This course, which is available both online and in DVD format, consists of a series of 25, 1-2 minute streaming videos, which are available at XYZ.com. The videos must be viewed in consecutive order when being accessed for the first time. Login access is good for one (1) year. Throughout the year, the videos can be viewed as many times as required and, after the initial viewing, in whatever order, an employee may desire. After 12 months the login history is re-set and all employees must renew their Pandemic Awareness Training.

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ABC Corp employees are expected to participate fully in Pandemic Awareness Training. In order to make this manageable, members are encouraged to view one or two videos per day until completed, or to take 25-30 minutes and view all the videos at one sitting. ABC Corp recognizes that, in an emergency or pandemic event, the first priority of employees will be to ensure the safety and well being of their families. ABC Corp encourages all employees to view the online Pandemic Awareness Training videos at home with their families.

1.10 Information Technology

1.10.1 Overview

An IT Disaster Recovery Plan is in the process of being developed. The DR Plan will pertain specifically to the impact of the loss of IT infrastructure and would not address the human factor during a long-term service disruption.

The Pandemic Plan is based on the current IT capabilities to support ABC Corp employees in carrying on normal business operations. As business continuity and disaster recovery plans are developed and new systems architectures implemented, the policies and procedures of the Pandemic Plan will evolve in order to best serve ABC Corp and its employees in a pandemic event.

1.10.2 Remote Access and Security Protocols

Remote access to the ABC Corp network is governed by the use of two remote access applications (Sonic and Microsoft IAG). Microsoft IAG is currently underused; it is recommended that over time IT balance the use of each remote access application so that they can sustain the increased need for remote access in a pandemic situation.The IT department will monitor remote access use during a pandemic to ensure that sufficient bandwidth is available to support both on and off-site access to servers.

At Head Office, all senior executives, managers and most office employees are able to access required systems from home. As IT desktops are replaced, it is recommended that staff with remote access be provided with laptops.

Most administrative and other support staff do not have remote access. This is by design and is not anticipated to be changed. At phase 5, when each department updates its staffing plan, any staff selected to work remotely will be asked to test their remote access capabilities.

1.10.3 Voice Communications Infrastructure

Most senior executives, managers and critical site and support staff are equipped with BlackBerry mobile devices with voice and data capability. In the event of an emergency or during a pandemic event, broadcast e-mail and voicemail can be sent to all BlackBerry devices at any time of day.

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In a pandemic event, many Head Office employees will work remotely from home, increasing the need for collaborative computing and telecommunications. Unified IP conferencing and other web-based collaborative applications need to be re-examined to maximize productivity and significantly reduce the cost of conference calling.

IT can implement alternate solutions such as Facebook or Twitter to enable staff to access updates from head office.

1.10.4 Critical Business Applications

All business applications can be accessed remotely either for use or for application administration and support. The IT Department will maintain a prioritized listing of critical business applications required to ensure continuity of operations in the event of an emergency while engaged in a long-term pandemic event.

The IT system is currently set up to either save every 15 minutes for applications such as SQL, P.B and BBS and backups applications such as; mail, SharePoint and shared drives on a daily basis. These incremental back up are kept for a 30-day period.

1.11 Business Function Curtailment by Pandemic Phase

Once Phase 5 is declared, the Site Payroll Administrator will supply detailed influenza related absenteeism statistics to HR and the CPOT daily by 9:00 a.m. (Influenza Absence Alert Form – section 3.2.4). HR and the CPOT will review daily absenteeism by department and confer with the Department Manager should absentee rates for that particular department or group pose a concern. This information will be forwarded to the CMT daily for decision.

Between the CMT and Business Unit Head, a decision will be made as to what curtailment methods, if any, are to be implemented as a result.

1.11.1 Financial Responses to Pandemic

Financial preparedness is a crucial part of pandemic planning. The purpose of this section is to assist ABC Corp executive management in making financial decisions about protecting the company during a pandemic and ensuring that it is in a strong position to capitalize on opportunities which may occur following a pandemic

1.11.2 Predicted Impact of a Pandemic on Business Results

During a pandemic, there will likely be a significant impact on global financial systems and business productivity. This in turn will have an effect on the business ofABC Corp . A number of factors should be considered in estimating the impact of a pandemic: the virulence of the infection, mortality rates, ease of transmission, geographic spread, age of affected individuals, etc.

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Of critical importance is the maintenance of sufficient cross-trained personnel to ensure the continuing operations of the Payables Department; the impact of Payables becoming ineffective would severely impact site operations due to inability to pay suppliers.

There are also other purely business factors which will affect ABC Corp as well: absenteeism rates, prices, availability of materials, days invoices outstanding, cancelled orders, etc. The following financial responses will take place at each level of pandemic readiness.

Pandemic Phase Expected Business Impact Financial Responses

3Planning

Minimal immediate impact

Better positioned from an RFP standpoint

Funding for initial pandemic planning and ongoing plan maintenance

Budget for PPE purchases

4Preparation

No Impact Pandemic refresher

training PPE stocks topped

up

Refresher training costs to be covered

PPE costs to be covered

5Prevention

Employee absence monitoring

Infection prevention measures implemented

Proactive communication with customers to mitigate impact

Increased workload on HR in terms of employee tracking

Ongoing replenishment of screening station equipment

Increased use of hygiene products

6Containment

Reduced capacity due to employee absences

Reduced productivity and subsequent revenue

Screening stations On-site cleaning staff

requirement PPE use requirement

by specified departments

Monitor absences to determine business curtailment requirements

Interaction with financial and insurance institutions and investors to mitigate effects of revenue loss

PPE replenishment costs

Cleaning costs

1.11.3 Lines of Credit

It is assumed that ABC Corp has sufficient cash flow and lines of credit to weather a pandemic event for a six to eight week period if need be. This will depend on the length and severity of the particular pandemic event.

At Phase 5, Finance will assess the projected need for increased lines of credit and contact relevant financial institutions to arrange for the required increases. The cash flow analysis must

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take into account the cash flow impact due to the existing Sickness and STD policies in the event that 30% of the staff is absent due to the pandemic.

1.11.4 Insurance Coverage for Pandemics

Neither ABC Corp corporate insurance policy or the site insurance policies managed by ABC CORP.. carry any business interruption coverage when the interruption is triggered by pandemic events.

1.11.5 Pandemic Impact on Existing Contractual Performance

ABC Corp has contractual obligations to many of its clients, suppliers or other external bodies that could expose the company to the risk of breach of contract in the event of significant service disruptions due to a pandemic event. In instances such as this, the Force Majeure clause of any contract would come into effect.

1.11.6 Financial Approval and Signing Authorities

Financial approvals and signing authorities will remain in place in all ABC Corp locations throughout a pandemic event. There are sufficient signing authorities to ensure ABC Corp retains the ability to continue operations and payments.

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1.12 Post Pandemic

1.12.1 Post Pandemic Debrief and Plan Review

Detailed review of the plan and steps taken in each phase. Provide recommendations for changes to the plan.

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Section 2.0 – Pandemic Policies

2.1 Purpose and Scope

Prior to any pandemic, decisions have to be taken on what business activities will be curtailed and on when and how those decisions will be implemented in the course of a developing pandemic. Such decisions need to take into consideration the likelihood that, depending on the severity of the illness and the rate of infection, absenteeism among employees could vary between 5% and 50%. Similarly, they must anticipate that, in the worst-case scenario, the rate of mortality will rise above normal levels. The purpose of a pandemic plan, consequently, is to curtail the impact of any such developments on employees and on the integrity of the business of ABC Corp The ABC Corp Corporate Pandemic Policies have been developed in order to mitigate and reduce the risk to ABC Corp business operations during a pandemic event or other localized infectious disease outbreak. As such, the CMT and ABC Corp Pandemic Coordinator must ensure that these policies and procedures are communicated to all employees. ABC Corp employees must be aware that full compliance is expected and that failure to comply may result in disciplinary action that could include termination.

In addition to the ABC Corp Corporate Pandemic Policies, site-specific policies are included in each Site Annex as required.

2.2 Corporate Pandemic Policies

2.2.1 Monitoring of Illness and Sick Time (ABC Corp -MST)

To a significant degree, the success of the Pandemic Plan depends on accurately monitoring employee absenteeism during an active outbreak. In the ABC Corp approach, tracking pandemic absenteeism begins at Phase 5. At this juncture, when the number of absences on any given day climbs to certain pre-specified levels various parts of the overall Plan are triggered.

To ensure accurate tracking of absenteeism, when the ABC Corp CMT advises that the pandemic has reached Phase 5 each site Payroll Administrator will collate their site absentee information daily. In their absence this function will be completed by the Property Manager or their backup. This information is to be provided to the Corporate Pandemic Coordinator (CPC) and HR before 0900 a.m. so that other elements of the Plan can be put into operation.

Absence from the workplace must be reported to the site Payroll Administrator for tracking purposes. As a general rule, where employees are unable to report to work, they must make take all reasonable steps to advise their respective superiors or designated contacts prior to 8:00 a.m. on the day in question. In the instance of a pandemic event (Phase 5 and beyond) or other localized infectious disease outbreak, this same policy will apply. Reporting may be accomplished via telephone or e-mail.

Such tracking and monitoring will continue until the pandemic has progressed to Phase 7 (Recovery) or has been reduced to Phase 4 by the CMT.

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Supervisors will also ensure that the infected employee is aware of the self-screening guidelines and, if possible, will e-mail the guidelines to the employee.

2.2.2 Short-Term Sick Leave/Disability (ABC CORP.-STD)

When a pandemic emergency is declared, employees who are sick (or feel sick or self-screen themselves as likely to be sick) are NOT to report to work. Employees covered by Sick Leave and Short Term Disability Policies will be paid according to the established policies for each day of sickness until they have passed the infection control guidelines necessary for a return to work. Employees must report all illness or sick days to the site Payroll Administrator and their supervisor by 8:00 a.m. daily.

2.2.3 Long-Term Disability (ABC Corp -LTD)

The normal policy for long-term disability or sick leave will continue to apply during a pandemic. Absences expected to continue beyond six months will require eligible employees to file a claim for Long-Term Disability as provided in ABC Corp Long-Term Disability Policy.

2.2.4 Personal Leave Policy (ABC Corp -PLP)

ABC Corp has adopted a Personal Leave Policy which recognizes that occasions will arise when employees need to take time off to care for a sick family member or visit a health care facility for treatment of their infectious disease directly related to the current pandemic event. In this instance, existing Personal Leave Policy will remain in effect.

There is a risk of abuse of this policy by some employees for their own gain. Site Payroll Administrators, HR and departmental managers must be diligent in the tracking of illnesses and absences and managing expectations among employees.

2.2.5 Flu Vaccine Policy (ABC Corp -FVP)

WHO is recommending the targeted administration of seasonal influenza vaccine as one of several measures for reducing opportunities for the simultaneous infection of humans with avian and human influenza viruses.

ABC Corp runs on-premises annual flu shot clinics for employees. All employees are strongly urged to take advantage of this opportunity to receive a flu shot; however, this procedure is strictly voluntary and there is no obligation to be inoculated.

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2.2.6 Use of Personal Protective Equipment Policy (ABC Corp -PPEP)

There is no clear evidence that the use of masks in general public settings is effective in preventing contagion of an influenza virus that is circulating widely in the community. However, people wearing surgical masks properly at the time of exposure to influenza may benefit from the barrier that a mask provides. Standard surgical procedure masks are proven to be 93% effective as a barrier to airborne viruses and cost less than 1/10th of an N95 mask. ABC Corp will use standard surgical masks where the use of masks is called for under the Pandemic Plan.

At Stage 6, Nitrile surgical gloves will be provided for wear by employees as required. ABC Corp will purchase only blue nitrile gloves. Latex gloves may cause allergic reaction in some employees or an individual they touch while wearing the gloves. Vinyl gloves are permeable and tear easily, making them wholly ineffective as a barrier to infectious disease organisms.

Screening Station staff are required to wear masks and gloves at all times while performing their duties.

In order to provide a safe work environment, ABC Corp will provide personal protective equipment (PPE) in the form of masks and impermeable gloves for wear by employees where ABC Corp deems that their role presents a higher risk even after passing the screening station. All employees must be informed and understand that these kinds of supplies will be in extremely short supply during a pandemic event, with little likelihood of resupply. As such, PPE is for use while performing work-related duties specifically requiring PPE or while commuting to work or travelling on ABC Corp business. Surgical masks may also be made available for employees wishing to wear them during work hours.

2.2.7 Hand Hygiene Policy (ABC Corp -HHP)

Strict adherence to hand washing/hand antisepsis recommendations is the cornerstone of infection prevention and may be the only preventative measure available during a pandemic.

Transmission of influenza can occur by indirect contact from hands and articles freshly soiled with discharges of the nose and throat of acutely ill individuals. Frequent hand washing with soap and warm water or an alcohol-based sanitizer – especially after coughing, sneezing or blowing one’s nose – will significantly reduce the risk of infection. (See section 3.1 of the Pandemic Plan for templates ABC Corp -HW Hand Washing Technique and ABC Corp -HS Hand Sanitizer Use.). A hand sanitizer containing Chlorhexidine or a minimum 60% isopropyl or ethyl alcohol is required for hand hygiene unless hands are visibly soiled. If hands are visibly soiled, they should be washed with soap and water following the directions set out in Template ABC Corp -HW. Hand washing/sanitizing is a very important method to prevent the spread of pandemic influenza before a vaccine becomes available.

In order to develop a culture of hand washing and to reduce absenteeism due to common colds or the flu during non-pandemic times, ABC Corp employees are encouraged to wash their hands with soap and use hand sanitizer regularly. At Alert Level 6, ABC Corp will install hand sanitizer dispensing stations in washrooms, copy/fax rooms, serveries and lunchrooms. Sanitizer bottles will be placed in boardrooms for occupant use. It is recommended that any open wounds should be covers with band-aids or similar a product.

Nail hygiene is also important. Clean and clipped nails will help reduce the spread of bacteria as chipped nail polish and artificial nails can carry higher levels of bacteria.

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At Phase 5, all employees and visitors to ABC Corp premises will be reminded to wash their hands and/or use hand sanitizer after using common facilities or equipment. One-litre pump bottles of hand sanitizer will be made available to employees for their work area for personal use. Empty bottles can be exchanged on a one-for-one basis.

Procedure (See Signage Template in Section 3.1)

How to wash hands (using non-antimicrobial soap and antimicrobial soap): Remove jewelry before washing hands. Rinse hands under warm running water. (This allows for suspension and washing away

of the loosened microorganisms.) Lather the soap and using friction, cover all surfaces of the hands and fingers including

thumbs, under nails and backs of hands. The minimum duration for this step is 20 seconds; more time may be required if hands are visibly soiled. (A good rule of thumb is to sing “Happy Birthday” in your head twice while you scrub.)

For antimicrobial agents, 3-5 ml (1½ - 2 pumps) of the solution is required. Rinse under warm running water to wash off micro-organisms and residual hand washing

agent. Dry hands thoroughly with a single-use towel. Drying further reduces micro-organisms.

Do not re-use towels. Turn off taps with towel or elbow. Keep fingernails short and avoid using nail polish and artificial nails during the pandemic.

How to sanitize hands (using an alcohol or Chlorhexedine-based sanitizer): Dispense one to two pumps of sanitizer onto dry hands. Rub the sanitizer into hands covering all surfaces of the hands and fingers including

thumbs and backs of hands. The minimum duration for this step is 20 seconds or until the sanitizer has evaporated on the hands.

Keep fingernails short and avoid using nail polish and artificial nails during the pandemic.

2.2.8 Workplace Cleaning Policy (ABC Corp -WCP) Influenza viruses survive well.. An influenza contagion is spread through the respiratory secretions of infected individuals, or may also be airborne. On hard, porous surfaces the virus can survive for 24 to 48 hours and can be transmitted to hands (and other soft surfaces) and survive for up to five minutes. In Phase 6, on direction from the Corporate Pandemic Coordinator and the Corporate Pandemic Operations Team, surfaces that are frequently touched by hands (i.e. elevator buttons, hand rails etc.) should be cleaned with antimicrobial wipes at a minimum of four (4) times daily.

Employees are responsible for disinfecting their own workspace and will be provided with a tub of antimicrobial wipes for this purpose in Phase 6. Empty tubs may be exchanged for a refill on a one-for-one basis. All employees are responsible for immediate disinfection of items before and immediately after personal use in addition to their own workspace.

Common items requiring regular disinfection include:

Photocopiers Printers Counters Cabinet handles Refrigerator handles

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Microwave oven controls Coffee pots Lunch room table tops and chairs Faucets Toilet flush handles Washroom stall door handles Door handles Stair railings Boardroom table tops Chair arms and seat backs Reception area seating Reception area coffee or end table

An approved disinfecting agent for hospital use is recommended for general cleaning of the workplace. Products such as ______________ are suitable.

In an emergency, or when supplies of regular disinfectant are expended, disinfection can be accomplished with a standard solution of chlorine bleach and water; however, tests have shown that bleach on its own lacks detergency and wetting agents that allow the disinfecting agent to penetrate soils, so surfaces MUST be pre cleaned with a detergent before being disinfected with bleach. Additionally, chlorine bleach is extremely corrosive to metals and will discolour countertops, fabrics and carpets. Ammonia may be substituted for chlorine.

WARNING: Do NOT mix chlorine with other cleaning substances such as ammonia, hydrochloric or phosphoric acid, or vinegar under any circumstances as this will result in potentially lethally toxic fumes!

The Property Manager must brief external cleaning subcontractors as to what must be cleaned on a regular basis throughout the day. Cleaning staff are required to complete pandemic awareness training before initially reporting for work at ABC Corp locations in Phase 6. Property Managers are responsible for liaising with cleaning subcontractors to arrange for additional site cleaning and disinfecting from Phase 6.

Waste suspected of being contaminated with secretions from influenza does not require special handling (Policy#2.2.13 - ABC Corp -DPPE).

2.2.9 Self-Screening Policy (Policy ABC Corp -SSP)

Most adults infected with influenza can transmit the virus from one day before and up to three to five days after the onset of symptoms. Some experts believe that the highest concentration of viral shedding (spreading of virus) occurs early on and decreases dramatically after the third day of illness. However, there is no clear data on how long a person should wait before resuming usual activities in order to minimize the risk of infecting others.

As a first line of defense in maintaining a safe work environment, ABC Corp will encourage employees to self-screen at home prior to coming to work upon Phase 5 being declared.

The CMT and applicable SEMTC will communicate Self-Screening Assessment Guidelines and the How to Stay Healthy During a Pandemic Guidelines (found in sections 3.2.1 & 3.2.6) to all ABC Corp employees. Employees are to be encouraged to share this information with their families and institute a policy of self-screening in the home as well.

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http://www.phac-aspc.gc.ca/influenza/avian-eng.php

http://www.phac-aspc.gc.ca/influenza/avian-eng.php


Employees who are sick are encouraged to stay home until their symptoms have disappeared. Likewise, employees who are caring for a sick family member and have been exposed to the influenza virus are encouraged to remain at home for one to two days after initial exposure to determine if they develop any symptoms. In these instances, employees will ensure that they contact their site Payroll Administrator who will manage all absence cases and send regular progress reports to the CMT and SEMTC.

The site Payroll Administrator and the SEMTC will check local public health websites and the Public Health Agency of Canada (PHAC) website (http://www.phac-aspc.gc.ca/influenza/avian-eng.php) for the latest advice on return-to-work timing and communicate this information to ABC Corp employees.

Procedures 1. The employee receives a copy of the self-screening guidelines by e-mail or physical mail

distribution from the Property Manager. For Self-Screening Guidelines, see section 3.2.1.

2. Employees conduct self-screening assessment on a daily basis prior to departing for work. Those who pass the criteria will report for work in the normal fashion. Employees who do not pass the criteria will contact the Site Payroll Administrator to advise of the results of self-screening.

3. The Site Payroll Administrator will maintain an Influenza Absence Alert Form from Phase 5 and ensure that the information is immediately communicated to the appropriate department to facilitate staffing reallocation. The Influenza-like Illness Assessment form (section 3.2.3) may be used as a template for screening employees via telephone. The criteria for determining fitness to work may depend on the job responsibilities of the employee.

4. Employees unfit for work are to remain at home until they successfully pass the self-screening assessment and have waited the appropriate amount of time as decided by the CMT based on information from the WHO and PHAC.

2.2.10 Workplace Screening Policy (Policy ABC Corp -WSP)

In order to maintain a safe work environment for all employees, screening stations will be established at specified access points to ABC Corp premises from Phase 6. These locations are outlined in Section X3 of each Site Annex. It should be noted that avian influenza, like any flu, will flourish and ebb in various regions of the local community. As such, the site Payroll Administrator and SEMTC will monitor municipal public health websites for updates on current influenza hot spots. The importance of this practice cannot be overstressed as screening station supplies will not be available for restock during a pandemic and must be husbanded and closely controlled. By monitoring local public health sites, the SEMTC will make a determination as to when screening stations will be activated and deactivated throughout Phase 6.

Appropriate signage will be placed at entry and exit points as detailed in Section X3 of each Site Annex to direct employees, suppliers and visitors to the appropriate screening station. Upon successfully passing the screening procedures, individuals will be given a coloured plastic wristband.

All employees and visitors to ABC Corp offices from Phase 6 will be required to submit to infection control screening procedures in order to gain access to the premises. Employees and visitors who refuse to undergo screening procedures will not be granted access.

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Procedure1. The security team will retrieve screening station equipment from storage.

2. Signage will be placed on all doors as indicated in Section X3 of each Site Annex

3. Screeners will wear appropriate PPE when interviewing persons.

4. Screeners will review the self-screening assessment questions with individuals being screened.

5. Screeners will take the individual’s temperature using a thermometer (disposable or disposable lens filter type) (refer to thermometer product use instructions).

6. After each use, any disposable thermometer will be discarded into a waste receptacle.

7. Any failing result will be noted in the Patient Assessment Log, recording the individual’s name, department, symptoms and contact information, and the employer’s Manager and ABC Corp HR will be informed immediately.

8. People passing the test will be provided with a coloured wristband that grants them access to all ABC Corp premises for the duration of each workday. For control purposes, wristband colours will change daily as follows:

Monday - BLUE Tuesday - RED Wednesday - GREEN Thursday - YELLOW Friday - ORANGE Saturday - PINK Sunday - WHITE

Card access doors within ABC Corp premises will be restricted. Those without a wristband will be directed to the nearest screening station.

Screeners and monitors may be faced with a situation where an employee either refuses to submit to screening or has failed the screening test and demands access to the premises regardless. In this instance, the screeners shall note the individual’s particulars and escalate the issue to the HR Manager, who will address the issue with senior management for disciplinary action against the offending employee.

The SEMTC will develop a screening/monitoring schedule for distribution to all departments upon declaration of Phase 6. With the exception of Head Office, it is expected that the security team will provide screening staff for each location. For Head Office, the receptionist and back-ups will make up the screening team; due to the volume of staff arriving between 0730 – 0930 every morning, their work hours will need to be reviewed to handle the staff arrivals.

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2.2.11 Send Home Policy (Policy ABC Corp -SHP)

A person feeling ill or a person who observes another person exhibiting symptoms of influenza at work should contact their manager. Employees who are ill should stay at home until symptoms are resolved and they successfully pass the self-screening assessment.

ProcedureThe manager will verify whether the employee has any listed symptoms.

If the employee does have symptoms that match some of those listed, he or she will be treated as a “suspect case.” The Site Payroll Administrator will obtain from such employees details of any other employees or visitors with whom they have had recent contact. This information will permit the Site Payroll Administrator to track movements and monitor well-being during the pandemic.

The employee will be directed to report to the screening station for re-assessment. Where employees fail the screening assessment procedure, they will be instructed to leave work and to immediately contact a health professional in the manner advised by the local Public Health Agency at that time. The update will inform the immediate supervisor any such employees that they have left work.

The employee should, if at all possible, avoid public transport when leaving work. If this is not possible, they will be provided with a surgical mask for use on public transit.

To return to work, an affected employee must pass a self-screening assessment and report for work as per normal and pass an on-site screening assessment.

2.2.12 Social Distancing Policy (Policy ABC Corp -SDP)

Social distancing will be strongly encouraged and steps taken to facilitate at Phase 6. During peak waves of a pandemic influenza, it is important to minimize human-to-human contact. Contact means having worked in close (<1 m) physical proximity to or in a confined airspace with an infected person within four days of that person developing symptoms.

The larger the number of people with whom an employee has contact, the greater the risk of that employee coming in contact with a person carrying the flu virus. From Phase 6, ABC Corp will implement a Social Distancing Policy as follows:

Procedures 1. Issue Social Distancing Policy directive to all employees.

2. Post Social Distancing posters in all boardrooms and around premises as per Section 3.

3. Persons should maintain 1.5 m (5 feet) between each other where possible.

4. Removal of 50% of seating from meeting rooms and boardrooms.

5. Cancelling or postponing non-essential meetings, training, social events.

6. Avoid face-to-face meetings where possible.

7. Increase use of teleconferencing, video teleconferencing or collaborative web-based tools.

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8. In areas where workspaces do not meet social distancing space requirements, consider split-shifts.

9. In areas where workspaces do not meet social distancing space requirements, consider providing PPE for wear by employees.

2.2.13 Disposal of Used Personal Protective Equipment Policy (Policy ABC Corp DPPE)

Used PPE disposal will become necessary at Phase 6 of a pandemic event. Screening station materials, gloves, tissues and disinfecting wipes will all need to be disposed of. Used PPE from a pandemic perspective is not classified as medical or bio-hazardous waste; and as such may be disposed of as normal garbage. Given the potential volume of used PPE supplies, particularly at screening stations, it is imperative that this garbage is disposed of frequently.

Procedures 1. Review Online Pandemic Awareness Training videos.

2. Dispose of one-time use thermometer components at screening stations into garbage.

3. Remove gloves as per the Pandemic Awareness training videos and dispose of them in a waste receptacle.

4. Sanitize hands after removing gloves.

5. Mandate use of gloves by employees or cleaning staff who dispose of garbage.

2.2.14 Business Travel Policy (Policy# ABC Corp -TP)

Phases 1-4: All ABC Corp employees travelling outside of North America are encouraged to take advantage of the company sponsored flu shot clinics.

HR will provide all travelling ABC Corp employees with copies of the ABC Corp Pandemic Awareness Travel Guidelines (3.2.5) and how to Stay Healthy During a Pandemic (3.2.6). Employees will follow these recommendations in order to ensure their own safety and reduce the risk of contracting an infectious disease while abroad.

The CPC will establish communication strategies, delegation of responsibilities for handling evacuations, and a system for assisting with consular services as needed at Phase 6. Details of travel plans could be affected by travel restrictions imposed by border closures and security checks. The CPC will establish guidelines and procedures specific to location with each local ABC Corp location in order to repatriate corporate employees to Canada.

Phase 5: The CMT will review:

1) Travel Restriction for staff currently based at Head Office and all sites to areas with known outbreaks. This travel restriction will base itself on Travel Advisories issued by Foreign Affairs Canada (DFAIT), but may also take into account other important sources of information, such as PHAC, CDC and WHO. Non-essential business travel to the affected country or continent will be postponed until after the pandemic threat is removed.

2) Business travel restriction for staff currently abroad will be made in consultation with the Company Medical Advisor and Corporate Pandemic Coordinator using information provided

30


by Foreign Affairs Canada and the public health agency relating to the jurisdiction for the intended destination.

3) For employees abroad , the CPC will ensure that:a) ABC Corp Corporate employees travelling abroad are contacted on learning of influenza

or other infectious disease outbreak in their region.

b) All of the pertinent information from the employee including location address, contact information and an initial health screening as per the Self-Screening Guidelines is collected.

c) Employees are advised to follow the ABC Corp Pandemic Awareness Travel Guidelines (3.2.5) and How to Stay Healthy During a Pandemic (3.2.6) guideline documents and to monitor the DFAIT, WHO and local public health websites (if possible) for guidance.

d) All information is recorded and the employee’s department manager is contacted to inform them of the developing situation.

4) Employees will be informed that they are obligated to report to the Site Payroll Administrator if any extended family members or friends are visiting from an area with a reported outbreak. In this instance, the Corporate Pandemic Coordinator will consult with the Company’s Medical Advisor whether or not to impose a quarantine period on the employee (see Isolation and Quarantine Policy –ABC Corp -IQP).

5) The Corporate Pandemic Coordinator will provide a warning order to all parties involved in recovering employees abroad to Canada in preparation for an immediate evacuation upon declaration of Phase 6.

6) Employees Abroad :

i) The Corporate Pandemic Coordinator will contact employees abroad to advise them of the change in pandemic phase for their area or globally.

ii) The Corporate Pandemic Coordinator will consult with the Company’s Medical Advisor and CMT to determine if employees working abroad should curtail their trip and return to Canada immediately. A decision to impose a quarantine period on the returning employees must be made (see Isolation and Quarantine Policy –ABC Corp -IQP).

iii) The Corporate Pandemic Coordinator will contact all employees abroad and advise them to either remain in place or return home immediately. Employees will be reminded to maintain vigilance and adherence to the ABC Corp Pandemic Awareness Travel Guidelines (3.2.5) and How to Stay Healthy During a Pandemic (3.2.6) guideline documents. Additionally, returning employees will be advised of any quarantine requirements upon their return to Canada and provided with a copy of Home Quarantine Procedures (3.2.7).

iv) The Corporate Pandemic Coordinator will ensure that flight arrangements are made on behalf of the employee(s). Travel arrangements made by employees will be communicated to the Corporate Pandemic Coordinator.

Phase 6:

1) All corporate travel is prohibited for ABC Corp employees.

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2) Employees Abroad :

a) The Corporate Pandemic Coordinator will initiate the process for evacuation of employees abroad.

b) The Corporate Pandemic Coordinator will contact all employees abroad and advise them to either remain in place or return home immediately. Employees will be reminded to maintain vigilance and adherence to the ABC Corp Pandemic Awareness Travel Guidelines (3.2.5) and How to Stay Healthy During a Pandemic (3.2.6) guideline documents. Additionally, returning employees will be advised of any quarantine requirements upon their return to Canada and provided with a copy of Home Quarantine Procedures (3.2.7).

ABC Corp Quarantined Employees:

1) Employees who return from at-risk or affected areas where a pandemic influenza or other infectious disease outbreak was declared during their absence will be directed by ABC Corp to subject themselves to a ten (10) day quarantine period in order to ensure they do not develop symptoms of influenza before returning to work. In these instances the quarantined employee will be compensated for the quarantine period.

2) Employees electing to continue with personal travel into a declared affected area will not be permitted to return to the work place for a period of 10 days following return and will not be compensated for their absence.

Communications:

1) Communications with travelling employees regarding pandemic or other infectious disease outbreaks will be done directly with the employee by the Corporate Pandemic Coordinator or their respective property manager or designate at each change in pandemic phase, or as often as required.

2.2.15 Isolation and Quarantine Policy (ABC Corp -IQP)

Quarantine may be used in the early stages of the pandemic to stop the spread of influenza. A person may be placed on quarantine if they have been in contact or exposed to a person with an infectious illness such as influenza, or have recently returned from an at-risk geographic location or where an outbreak has already occurred.

Employees who have been identified as being in contact with someone who has influenza or the person has recently been in an area with a high rate of influenza may be subject to quarantine by the local Public Health Agency in order to prevent the spread of the virus to other persons. Although quarantined persons may feel well today, they may become ill in a few days. Persons having influenza can spread the virus even when they are still feeling well.

Employees subjected to quarantine by the health authority must stay on quarantine for at least 10 days without displaying any symptoms associated with the infectious disease virus in question, or until instructed by the Corporate Pandemic Coordinator or their respective property manager that it is safe to be off quarantine. Quarantined persons without symptoms should avoid leaving home during the quarantine period, and are not to report for work at ABC Corp facilities until the quarantine period has passed and they have displayed no symptoms.

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Employees subjected to home quarantine, should take certain steps to protect themselves and family members. Home quarantine procedures are outlined in section 3.2.7.

33


Section 3.0 - Infection Prevention Resources

3.1 Signage Templates by Type and Pandemic Phase

Template Entrances Boardrooms Kitchens Lunchrooms Washrooms Work Areas*

Sanitizer Stations

Hand Sanitizer (ABC Corp - HS)

ü ü ü ü ü ü ü

Hand Washing (ABC Corp - HW)

ü ü ü

Cover Your Cough (ABC Corp – CYC)

ü ü ü ü

Social Distancing (ABC Corp - SD)

ü(Phase 6)

ü(Phase 6)

ü(Phase

6)

ü(Phase 6)

ü(Phase 6)

ü(Phase

6)

Lunch Room (ABC Corp - LR)

ü

Kitchens (ABC Corp - KIT)

ü

Screening Station (ABC Corp - SS)

ü(Phase 6)

Screening Ahead (ABC Corp - SA)

ü(Phase 6)

Screening – Left (ABC Corp - SL)

ü(Phase 6)

Screening – Right (ABC Corp - SR)

ü(Phase 6)

STOP! (ABC Corp - STP)

ü(Phase 6)

* includes communal and personal work areas as well as copier rooms, archives etc.

AMI 01-001-03.0 34


Template # ABC CORP. - HS

Hand Hygiene with Alcohol-based Hand Sanitizer

AMI 01-001-03.0

1. Remove jewelry. 2. Apply sanitizer to open

palm.

3. Rub hands together. (palm to palm)

4. Rub in between and around fingers.

5. Cover all surfaces of the hands and fingers.

6. Rub backs of hands, fingers and thumbs.

7. Rub fingertips in opposite palm.

Use enough sanitizer to keep hands moist for at least 15 seconds.

Keep rubbing until hands are dry.

Do not use hand sanitizer with water. Do not use paper towels to dry hands.

35


Template #: ABC CORP. - HW

Proper 30-SecondHand Washing Technique

AMI 01-001-03.0 36


Template #. ABC CORP. – CYC

Reduce the Risk!

Cough in your hands and wash your hands other wise cough in

your sleeve!

AMI 01-001-03.0 37


Template #: ABC CORP. - SD

Reduce the Risk!Social Distancing recommended until further notice. (1.5 m / 5’ apart)

AMI 01-001-03.0 38


Template #: ABC CORP. - LR

Lunchroom InfectionPrevention Procedures

AMI 01-001-03.0

Disinfect table and chair backs and seats before you sit down and before you leave.

Practice social distancing (1.5 m / 5’ apart)

Do not share food or beverages.

Remember to use hand sanitizer!

39


Template #: ABC CORP. - KIT

Reduce The Risk!Kitchen Reminders for

Infection Prevention Use antibacterial wipes to disinfect handles

and flat surfaces before use.

Use sponge with bleach solution to wash dishes before and after use.

Use paper towels to dry dishes.

Practice social distancing (1.5 m /5’ apart).

Do not share food or beverages.

Remember to use hand sanitizer!

Where possible use the dishwasher rather than hand-wash dishes.

AMI 01-001-03.0 40


Template #: ABC Corp - SS

SCR

EE

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AB

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orp O

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AMI 01-001-03.0 41


Template #: ABC Corp - SA

SCREENING STATION

AMI 01-001-03.0 42


Template #: ABC Corp - SL

AB

C C

orp O

ffic

e gu

ests

and

Em

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ust s

ubm

it to

X

XX

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enza

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.

Template #: ABC Corp - SR

AMI 01-001-03.0 43


AB

C C

orp O

ffic

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and

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ees m

ust

subm

it to

XX

X In

fluen

za S

cree

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ring

AB

C C

orp pr

emis

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AMI 01-001-03.0

Screening Station

Screening Station 44


Template #: ABC Corp - STP

Entrance to ABC Corp offices permitted with the approved wristband colour ONLY.

Wristbands available from Screening Stations.

Today’s colour is:

ABC Corp

Screening Station

45


3.2 Guideline Documents

3.2.1 Self-Screening Assessment Guidelines

The presence of an Influenza-like Illness in the general population is indicated by the appearance of Symptoms 1-3 and any of 4a-c, which could be due to influenza virus. ABC Corp employees meeting these criteria should contact their immediate supervisor and the Call Centre to advise them of the results of the self-screening assessment. Employees will remain at home until they have recovered from the illness and can pass the self-screening assessment.

Employees who pass a self-screening assessment but fail a workplace screening station assessment are to be sent home immediately and their immediate supervisor is to be notified. Those who have been sent home are to remain there until they have recovered from the illness and can pass the self-screening assessment.

Symptoms1. Acute onset of respiratory illness;2. Fever >38ºC (101.4ºF);3. Cough;4. One or more of the following:

a. Sore throat;b. Significant joint pain; orc. Significant general muscle pain with fatigue.

3.2.2 Influenza-Like Illness Assessment Form

Please check the following:

Influenza-Like Illness in the general population is determined by the presence of symptoms 1, 2 and 3 and any of 4:a-c, which could be due to the influenza virus:

1. Sudden onset of respiratory illness AND 2. Fever greater than 38ºC** AND 3. Cough AND 4. One or more of the following:

a. sore throat b. joint aches c. muscle aches or weakness

**May not be present in elderly people

Persons with influenza-like illness should remain at home until they have fully recovered (usually seven days or five days after symptoms stop)

Persons, who have been exposed within the last three days to someone with influenza-like illness, should stay at home for three days until they are sure they are not ill.

ABC Corp 46


Fit to Work • Recovered from influenza-like Illness • Immunized for longer than two weeks • On antiviral medication • Asymptomatic

Unfit for Work • Has influenza-like Illness

Fit to Work with Restrictions • Due to limited resources, individuals may be asked to work with restrictions • Recommend such individuals be isolated physically from other members or customers • Maintain meticulous hand hygiene and environmental cleaning

ABC Corp 47


3.2.3 Screening Checklist for Detection and Management of Suspected Pandemic Influenza Cases in Phases 5 & 6

1) The ABC Corp supervisor receives a call from an employee suspecting they may have influenza 2) Do not visit the person if this can be avoided – manage the process over the telephone

ABC Corp 48


3.2.4 Site Payroll Administrator Checklist

INFLUENZA ABSENCE ALERT REPORT

(This form should be completed and faxed to Human Resources (416-955-9202) immediately upon receiving information from an employee that they will be absent from work due to reasons related to influenza if the Alert Level is at either 5 or 6.)

Note: Completion of this form does not replace or preclude proper completion of Pay Period Timesheets or Attendance Reports. Timesheets should still reflect proper reason for absence and be submitted at the usual time.

Employee Name: ____________________________________________

Property: ____________________________________________

Position: ____________________________________________

Reason Given for Absence: ____________________________________________

Person Called: ___________________________________________________

Time & Date of Call: ___________________________________________________

Has Employee Been Seen By a Physician? Yes No

If yes, give name & address ____________________________________________

Date of Doctor’s visit ___________________________________________________

Has employee recently returned from a country or received visitors/guests from a country which has been identified as an area currently experiencing increasing numbers of incidents of influenza?

Yes No

If yes, when ____________________________________________________________

Phone No. Where Employee Can be Contacted: ___________________________________________________

Manager’s Signature ___________________________________________________

Date ___________________________________________________

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http://www.who.int/foodsafety/micro/en/

http://www.phac-aspc.gc.ca/tmp-pmv/index-eng.php


3.2.5 Travel Pandemic Awareness Guidelines

Before Any International Travel Always educate yourself and others who may be traveling with you about any disease

risks and other travel conditions in areas you plan to visit. For information about influenza, see the following PHAC web page at: ABC.com .

Be sure that your vaccinations are up-to-date and see your doctor or healthcare provider, ideally four to six weeks before travel, to get any additional vaccinations, medications, or information you may need. PHAC’s health recommendations for international travel to Southeast Asia are provided on PHAC's Travelers’ Health website: ABC.com.

Assemble a travel health kit containing basic first aid and medical supplies. Be sure to include a thermometer and alcohol-based hand sanitizer for hand hygiene. See the following web page for other suggested items: ABC.com .

Before you leave, find out how and where to get medical care in the country where you are traveling.

Check your health insurance plan or get additional insurance that covers medical evacuation in case you become ill.

During Travel Avoid all direct contact with poultry, even if they appear healthy and especially if they

appear sick or are dead.

Avoid places where live poultry are raised or kept (e.g., poultry farms and bird markets).

Avoid handling surfaces contaminated with poultry feces or respiratory secretions. The major source of human infections is associated with contact with these substances. As with other infectious illnesses, one of the most important preventive practices is careful and frequent hand washing. Cleaning your hands often, using soap and water (or waterless alcohol-based hand rubs when soap is not available and hands are not visibly soiled), removes potentially infectious material from your skin and helps prevent disease transmission.

Hand washing is especially important when preparing raw poultry for cooking.

Influenza viruses are destroyed by heat; therefore, as a precaution, all foods from poultry, including eggs and poultry blood, should be thoroughly cooked. See International Food Safety Authorities Network (INFOSAN) for guidelines about food safety at: www.who.int/foodsafety/micro/en/.

If you have a fever and respiratory symptoms (cough or shortness of breath) or if you have any illness that requires prompt medical attention, a consular officer from the Consulate or Embassy of your nationality can assist you in locating medical services and informing your family or friends. It is advisable that you defer travel until you are free of symptoms unless your travel is health-related.

Important Considerations It is possible that you could become infected in a country where the healthcare system is

not capable of coping with human avian influenza.

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http://wwwn.cdc.gov/travel/

http://www.phac-aspc.gc.ca/tmp-pmv/travel/clinic-eng.php#on

http://www.cdc.gov/flu/avian/professional/han081304.htm

http://www.cdc.gov/flu/avian/index.htm

http://www.phac-aspc.gc.ca/influenza/

http://www.who.int/topics/avian_influenza/en/


If an avian influenza virus develops the ability to pass freely from human to human while you are in an affected country, it is possible that country borders will be closed and return travel to Canada may be impossible or delayed.

After Your Return Monitor your health for 10 days.

If you become ill with fever and develop a cough or difficulty breathing, or if you develop any illness during this 10-day period, consult a healthcare provider. Before you visit a healthcare setting, tell the provider the following:

o your symptoms;o where you traveled; ando if you have had direct poultry contact or contact with a known or suspected

human case of influenza A in an influenza-affected country.

More information about the following subjects can be obtained by visiting the websites listed below:

Influenza infections in humans World Health Organization (WHO) website at: www.who.int/topics/influenza/en/. PHAC website: http://www.phac-aspc.gc.ca/influenza/ CDC website: www.cdc.gov/flu/.

Recommendations for enhanced surveillance and infection control precautions for H5N1 CDC website www.cdc.gov/flu/avian/professional/han081304.htm.

Travel Health Clinics PHAC (Ontario Clinics): http://www.phac-aspc.gc.ca/tmp-pmv/travel/clinic-eng.php#on

Health recommendations for travel CDC website http://wwwn.cdc.gov/travel/

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3.2.6 How to Stay Healthy During a Pandemic Event

Personal Health

Make sure you get your regular flu shot. Eat, rest well and exercise in moderation. Wash your hands frequently with warm water and soap. Cover your nose and mouth when coughing or sneezing. Minimize visitors to your home. Check up on friends and family who live alone. Watch for regular influenza updates from your local public health agency. It is recommended that people at high risk of getting influenza and its complications and their

caregivers receive an annual influenza vaccine.

Washing hands is one of the most important ways to prevent the spread of influenza

Stay away from crowds

Stock up on basic items. Shop at smaller stores with smaller line-ups. Shop at off peak hours and find out which stores stay open late/24 hours. If possible, phone ahead with your grocery order for quick pick up. Order groceries over the phone/online for delivery. Arrange to pay bills at ATMs, online or over the phone. Cancel or postpone family gatherings, outings or trips.

If you cannot avoid crowds, minimize the amount of time you spend around people

Stay healthy at work

Work from home or arrange to work flex hours if possible. Wash your hands frequently with warm water and soap. Use waterless sanitizing gel to clean hands if soap & water are not available.

Clean objects and hard surfaces that are handled by many people with a disinfectant.

Use stairs instead of crowded elevators. Cancel non-essential meetings: use teleconferencing/video conferencing/emails/fax.

If you feel unwell stay home, rest, and drink plenty of fluids

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3.2.7 Quarantine Procedures

WHAT SHOULD I DO WHEN IN HOME QUARANTINE?

Take the following precautions: Stay at home. Do not leave your house and do not have anyone visit you at home. Family or household members do not have to be quarantined at home, unless a member

of the household is diagnosed with influenza. Wear a mask when you are in the same room with another member of your household. Change your mask as directed. Family members do not have to wear a mask. Do not share personal items, such as towels, drinking cups, dishes, or cutlery. Wash your hands frequently. Items handled by the person on quarantine should be washed thoroughly with soap and

hot water or a disinfectant such as a 10% bleach solution (1 part bleach: 9 parts water). Sleep and eat alone in your room. Your clothes can be washed as usual in the washer at home. Take your temperature twice a day (morning and evening). Disinfect the thermometer

with rubbing alcohol after each use. Do not share the thermometer. If you take medication for the fever, wait 4 hours before taking your temperature. Write down your temperature and time you took it. The site payroll administrator will call

you every day to find out the results. If you or anyone in the household develops fever (more than 38°C or 100.4°F) and/or

muscle aches and pains, severe fatigue, dry cough, shortness of breath, severe headaches, or is feeling unwell, call your manager,

SHOULD FAMILY MEMBERS OF PEOPLE WHO ARE IN HOME QUARANTINE ALSO STAY HOME FROM WORK, DAY CARE, SCHOOL OR CHURCH?

No. Household or family members of people who are quarantined at home do not need to stay home. Only the person in quarantine cannot go to these places.

IF SOMEONE IN HOME QUARANTINE DEVELOPS SYMPTOMS, WHAT HAPPENS TO HOUSEHOLD MEMBERS?

Everyone living in the same household will then have to be quarantined and stay at home. CAN OTHER PEOPLE VISIT SOMEONE WHO IS IN QUARANTINE IN THEIR HOME?

No. If someone has been isolated at home, they have been recommended not to receive visitors.

HOW DO I COPE WITH THESE RESTRICTIONS?

If you live with your family:Make sure someone at home can help you by:

Doing your groceries and shopping for other things. Providing you with medication if needed.

If you live alone: Continue with your daily routine in the house, as you normally do. Wash your hands frequently. Have all your purchases delivered and have the delivery person put them on the

doorstep. If you cannot have your purchases delivered, we suggest you find someone to help you. This person should follow the instructions for delivery and put the things that were bought on the doorstep.

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http://www.travelhealth.gc.ca/

http://www.hc-sc.gc.ca/home-accueil/contact/branch_sub_e.html


3.2.8 Pandemic Reference Sites

INTERNATIONAL

World Health Organization Epidemic and Pandemic Alert and Response (EPR) (http://www.who.int/csr/resources/publications/influenza/WHO_CDS_CSR_GIP_2005_5/en/index.html)

CANADA

National Updates: Public Safety and Emergency Preparedness Canada (http://www.psepc-sppcc.gc.ca/) Phone: 1-800-484-8302 Email: [email protected]

Health Canada – Latest Headlines, Advisories and Warnings (http://www.hc-sc.gc.ca/)

Local Health Canada Phone Numbers: http://www.hc-sc.gc.ca/home-accueil/contact/branch_sub_e.html

Travel Advisories: www.travelhealth.gc.ca

Federal Public Health Agency of Canada

Canadian Pandemic Influenza Plan (http://www.phac-aspc.gc.ca/cpip-pclcpi/index.html)

FluWatch Reports: (http://www.phac-aspc.gc.ca/fluwatch/index.html)

Immunization and Vaccines (http://www.phac-aspc.gc.ca/im/index.html)

Public Safety and Emergency Preparedness Canada A Guide to Business Continuity Planning (http://www.psepc-sppcc.gc.ca/prg/em/gds/bcp-en.asp)

Health Canada Global Pandemic Influenza Readiness (http://www.hc-sc.gc.ca/ahc-asc/intactiv/pandem-flu/index_e.html)

Government of Canada Canada Health Portal

(http://chp-pcs.gc.ca/CHP/index_e.jsp?pageid=4060)

SafeCanada Pandemic Preparedness (http://www.safecanada.ca/)

Canadian Centre for Occupational Health and Safety

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http://www.health.gov.sk.ca/pandemic-influenza-plan

http://www.gov.ns.ca/pandemic/pandemic_plan.asp

http://www.health.gov.nl.ca/health/

http://www.gov.mb.ca/health/publichealth/

http://www.regional.niagara.on.ca/living/health_wellness/default.aspx

http://www.region.peel.on.ca/health-wellness.htm

http://www.toronto.ca/health/

http://www.bccdc.org/downloads/pdf/epid/BCPIPP%20Oct%2027%20-%20with%20Revised%20Appendix%20K.pdf


http://www.health.alberta.ca/health-info/pandemic-influenza-plan.html


(http://www.ccohs.ca/)

Canadian Food Inspection Agency Avian Influenza - Latest Information (includes email updates) (www.inspection.gc.ca/english/anima/heasan/disemala/avflu/situatione.shtml)

Provincial

Alberta Albert Influenza Pandemic Plan

http://www.health.alberta.ca/health-info/pandemic-influenza-plan.html

British Columbia British Columbia Pandemic Preparedness Plan


Ontario Ontario Ministry of Health and Long-Term Care

(http://www.health.gov.on.ca/english/providers/program/emu/pan_flu/pan_flu_plan.html)

HealthyOntario.com (http://www.healthyontario.com/Health_Feature/Avian_Flu_Facts.htm)

Toronto Public Healthhttp://www.toronto.ca/health/

Region of Peel Public Health (Mississauga)http://www.region.peel.on.ca/health-wellness.htm

Niagara Region Public Health (Port Colborne)http://www.regional.niagara.on.ca/living/health_wellness/default.aspx

Manitoba Manitoba Public Health

http://www.gov.mb.ca/health/publichealth/

New Brunswick New Brunswick Pandemic Plan

http://www.gnb.ca/0053/pandemic/pdf/Pandemic_Plan-e.pdf

Newfoundland Newfoundland and Labrador Health and Community Services

http://www.health.gov.nl.ca/health/

Nova Scotia Nova Scotia Public Health Pandemic Plan

http://www.gov.ns.ca/pandemic/pandemic_plan.asp

Saskatchewan Saskatchewan Public Health Pandemic Plan

http://www.health.gov.sk.ca/pandemic-influenza-plan

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UNITED STATES

Federal U.S. Centre for Disease Control (CDC)

(http://www.cdc.gov/flu/pandemic/)

PandemicFlu.gov (http://www.pandemicflu.gov/plan/tab4.html)

3.2.9 What is Influenza?

Influenza, the flu, is a highly contagious and common respiratory illness caused by a virus. There are three known types of influenza virus – A, B and C.

Influenza B is associated with epidemics and C causes seasonal influenza. Only influenza A is associated with pandemics.

The vast majority of influenza is transmitted from person to person by droplet spread or direct contact. Droplet spread refers to spray with relatively large, short range droplets produced by sneezing, coughing, talking or singing. These droplets may spray up to one meter (about three feet) and can land directly in eyes or be breathed in through the nose or mouth. Direct contact occurs when there is immediate transfer of the virus through skin-to-skin contact or kissing. For example, this can occur by shaking hands with someone who has infectious mouth or nose secretions on their hands.

For most adults, the period of communicability is from 24 hours before and up to 3-5 days after symptoms develop. Children and some adults may be infectious for 7 or more days after the onset of symptoms. The incubation period is 1 to 3 days.

About half of the influenza infections are asymptomatic, with the other half showing a spectrum of symptoms from mild to severe. These include:

Sudden onset of respiratory illness and fever greater than 38°C, headache, chills, and muscle aches, physical exhaustion and a dry cough.

Subsequent onset of sore throat, stuffy or runny nose and worsening cough. Children may also feel sick to their stomach, vomit or have diarrhea. Elderly and immune compromised people may not develop a fever. Most people will recover in 7 – 10 days.

These symptoms are non –specific and may be caused by other viruses or bacteria. Diagnosis of influenza cases depends on laboratory testing and epidemiological characteristics. For most people, this “seasonal” flu is not life threatening. The most seriously affected are young children (less than 2 years old), people with chronic medical conditions, and the elderly. Specifically, they are at increased risk for developing complications, such as pneumonia, which can be fatal.

A new vaccine is developed every year based on current and emerging viral strains identified through worldwide disease surveillance.

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3.2.9.1 Avian Influenza

Avian influenza or “bird flu” is a contagious disease of animals, caused by viruses that normally infect only birds and less commonly pigs. Avian influenza viruses are highly species specific but have on rare occasions crossed the species barrier to infect humans. Infection with avian influenza viruses cause two main forms of disease in domestic poultry, distinguished by low (ruffed feathers, decreased egg production) and high (rapid spread with high mortality) pathogenicity.

3.2.9.2 Differences between Seasonal Influenza and Pandemic Influenza

Seasonal Flu Pandemic FluOccurs ever year (October to April) Occurred 3 times in the 20th centuryOccurs during the winter Occurs at any time of the yearFor most people it is an unpleasant but not life-threatening infection

It is typically a more serious infection for everyone

Most people recover within one or two weeks without requiring medical treatment

Some people will not recover even with medical treatment. Due to the higher severity of illness, there is greater risk of death

The very young, the very old and people with chronic illness are most at risk of serious illness

People of every age may be at risk of serious illness

Vaccine is available in advance Vaccine will not be available in advanceAnnual vaccination is recommended especially for those at risk of serious illness

The whole population will be vaccinated when vaccine becomes available

Antiviral drugs are available to treat those at special risk

Antiviral drugs are likely to be in limited supply and will be used to best effect according to how the disease develops

3.2.9.3 Differences between Influenza and a Common Cold

Symptom Influenza Common Cold

Fever Usual, sudden onset 38-40 degrees and lasts 3-4 days Rare

Headache Usual, can be severe RareAches and pains Usual, can be severe Rare

Fatigue and weakness Usual, can last 2-3 weeks or more after acute illness Sometimes, but mild

Debilitating fatigue Usual, early onset can be severe RareNausea, vomiting, diarrhea In children < 5 years old Rare

Watering of the eyes Rare UsualRunny, stuffy nose Rare UsualSneezing Rare in early stages UsualSore throat Usual Usual

Chest discomfort Usual and can be severe Sometimes, but mild to moderate

Complications Respiratory failure; can worsen a Congestion or ear-ache

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chronic condition; can be life threatening

Fatalities Well recognized Not reported

Prevention Influenza vaccine; frequent hand-washing; cover your cough

Frequent hand-washing; cover your cough

3.2.10 Canada Labour Code and Occupational Health and Safety Regulations

*Please note that there are some differences between federal and provincial legislation related to occupational health and safety.

During a pandemic emergency, employees will be made aware of the activities undertaken by ABC Corp to protect them while at work, including infection control guidelines and provision of personal protective equipment. ABC Corp has made every effort to provide a safe work place, and consequently, employees are to report for work when required.

While the federal Canada Labour Code (the Code) regulates some industries, most companies must also comply with applicable provincial legislation. The Canada Labour Code Part II and its regulations, the ‘Canada Occupational Health and Safety Regulations’ (the Regulations), regulate aspects of health and safety in the workplace including hazardous substances like a biological virus. The human resources strategies devised for the ABC Corp Pandemic Plan must comply with the Code and its regulations.

The Code establishes the legislative framework and duties and responsibilities of ABC Corp and employees. The Regulations provide the detailed requirements.

A hazardous substance could include the pandemic virus since it is a biological agent. A hazardous substance is defined as:

…a controlled product and a chemical, biological, or physical agent that, by reason of a property that the agent possesses, is hazardous to the safety or health of a person …

The most relevant sections of the Canada Labour Code Part II – Occupational Health and Safety are as follows:

Section 124. Every employer shall ensure that the health and safety at work of every person employed by the employer is protected.

Section 125. (1) Without restricting the generality of section 124, every employer shall, in respect of every work place controlled by the employer and, in respect of every work activity carried out by an employee in a work place that is not controlled by the employer, to the extent that the employer controls the activity, (p) ensure, in the prescribed manner, that employees have safe entry to, exit from and occupancy of the work place; (s) ensure that each employee is made aware of every known or foreseeable health or safety hazard in the area where the employee works;

Section 128. (1) Subject to this section, an employee may refuse to use or operate a machine or thing, to work in a place or to perform an activity, if the employee while at work has reasonable cause to believe that (b) a condition exists in the place that constitutes a danger to the employee…

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http://www.assembly.nl.ca/legislation/sr/statutes/o03.htm

http://www.gnb.ca/LEB-CTE/index-e.asp

http://www.worksafenb.ca/leg1_e.asp

http://web2.gov.mb.ca/laws/statutes/ccsm/l010e.php

http://web2.gov.mb.ca/laws/statutes/ccsm/w210e.php

http://www.lrb.bc.ca/code/

http://www2.worksafebc.com/publications/OHSRegulation/Home.asp

http://alrb.gov.ab.ca/guidecontents.html

http://employment.alberta.ca/SFW/295.html

http://www.hrsdc.gc.ca/en/home.shtml

http://laws.justice.gc.ca/en/L-2/C.R.C.-c.986/index.html

http://canlii.org/ca/regu/sor86-304/

http://canlii.org/ca/sta/l-2/

http://laws.justice.gc.ca/en/L-2/146493.html#rid-146499


Section 145 (2) If a health and safety officer considers that a condition in a place constitutes a danger to an employee while at work,

(a) The officer must notify the employer of the danger and issue directions in writing to the employer directing the employer, immediately or within the period that the officer specifies, to take measures to

(i) correct the hazard or condition or alter the activity that constitutes the danger,

(ii) protect any person from the danger…

If the employer agrees that a danger exists, the employer shall take immediate action to protect employees from the danger.

The full Canada Labour Code Part II – Occupational Health and Safety is available online at http://laws.justice.gc.ca/en/L-2/146493.html#rid-146499 .

3.2.11 Selected Federal and Provincial Labour Statutes and Regulations

FederalCanada Labour Code: http://canlii.org/ca/sta/l-2/ Canadian Occupational Health and Safety Regulations: http://canlii.org/ca/regu/sor86-304/ Canada Labour Standards Regulations: http://laws.justice.gc.ca/en/L-2/C.R.C.-c.986/index.html Department of Human Resources and Social Development Canada: http://www.hrsdc.gc.ca/en/home.shtml

Provincial

Alberta:Alberta Occupational Health and Safety Act: http://employment.alberta.ca/SFW/295.htmlLabour Relations Act: http://alrb.gov.ab.ca/guidecontents.html

British Columbia:British Columbia Occupational Health and Safety Act: http://www2.worksafebc.com/publications/OHSRegulation/Home.asp Labour Relations Code: http://www.lrb.bc.ca/code/

Manitoba:Manitoba Occupational Health and Safety Act: http://web2.gov.mb.ca/laws/statutes/ccsm/w210e.php Labour Relations Act: http://web2.gov.mb.ca/laws/statutes/ccsm/l010e.php

New Brunswick:New Brunswick Occupational Health and Safety Act: http://www.worksafenb.ca/leg1_e.asp Labour and Employment Board: http://www.gnb.ca/LEB-CTE/index-e.asp

Newfoundland:Newfoundland Occupational Health and Safety Act: http://www.assembly.nl.ca/legislation/sr/statutes/o03.htm

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http://www.sasklabourrelationsboard.com/

http://www.qp.gov.sk.ca/documents/English/Statutes/Statutes/O1-1.pdf

http://www.e-laws.gov.on.ca/DBLaws/Statutes/English/95l01_e.htm

http://www.e-laws.gov.on.ca/DBLaws/Statutes/English/90o01_e.htm

http://www.gov.ns.ca/lwd/lrb/

http://www.gov.ns.ca/legislature/legc/statutes/occph_s.htm

http://www.hrle.gov.nl.ca/lra/


Labour Relations Agency: http://www.hrle.gov.nl.ca/lra/

Nova Scotia:British Columbia Occupational Health and Safety Act: http://www.gov.ns.ca/legislature/legc/statutes/occph_s.htm Labour Relations Board: http://www.gov.ns.ca/lwd/lrb/

Ontario:Ontario Occupational Health and Safety Act: http://www.e-laws.gov.on.ca/DBLaws/Statutes/English/90o01_e.htmLabour Relations Act: http://www.e-laws.gov.on.ca/DBLaws/Statutes/English/95l01_e.htm

Saskatchewan:Saskatchewan Occupational Health and Safety Act: http://www.qp.gov.sk.ca/documents/English/Statutes/Statutes/O1-1.pdf Labour Relations Board: http://www.sasklabourrelationsboard.com/

3.2.12 Three Rights of Employees

The Code provides three rights:

• Right to Know • Right to Participate • Right to Refuse

Right to Know: Employees have the right to be informed of known or foreseeable hazards such as pandemic influenza. They must be given the information, instruction, training and supervision necessary to protect their health and safety. Effective communication will be crucial in preparing for and controlling pandemic influenza.

Right to Participate: Employees have the right and responsibility to identify and correct job-related health and safety issues. They could exercise this right during pandemic influenza.

Right to Refuse: Employees can refuse work where there is reasonable cause to believe that:

• a dangerous condition exists, or • an activity constitutes a danger to one or more employees.

It is possible that employees may refuse work when pandemic influenza poses a danger.

3.2.13 Duties of ABC Corp and Employees

20 ABC CORP.: Under Section 124 of the Canada Labour Code Part II, ABC Corp must take steps to protect the health and safety of every employee. This requires implementing programs, plans and response actions for pandemic influenza.

Employees: Employees have obligations to prevent occupational related injuries and diseases. They must take reasonable and necessary precautions to ensure their own and others’ health and safety. In the event of pandemic influenza, employees could discharge this obligation by, for example, seeking out guidance, completing required training, making use of provided cleaning

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substances and using appropriate protective clothing such as protective barriers, gloves and masks.

3.3 Mental Health Resource

3.3.1 Mental Health Self-Screening Guidelines

3.3.2 Mental Health Self-Screening Surveys

3.3.3 Mental Health Resources Professional Available

3.3.3.1 Mental Health Telephone Resources

3.3.3.2 Mental Health Onsite Resources

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Section 4.0 – Communications

4.1 Communications

This section outlines the communications strategy that will become effective upon the implementation of the ABC Corp Pandemic Plan. It addresses, in particular, a number of areas critical to internal and external stakeholder communications before, during and after a pandemic.

It specifies what communications are required at each stage of pandemic preparedness. Basic messaging in planned communiqués is outlined as bulleted content that targets a particular audience at each phase of the pandemic or infectious disease outbreak.

4.1.1 Communications Plan by Stakeholder and Pandemic Phase

The communications plan is predicated with respect to four key timeframes:

4.1.1.1 Pre-Pandemic

During this stage (Phase 3), messages are designed to build confidence that the organization has a plan and to emphasize the activities that all parties can undertake to minimize the impact of seasonal flu and to promote good hygiene practices. They focus on personal and family preparedness, cough and sneeze hygiene, hand washing and communicating company sick plans and practices. For clients and suppliers, this includes ensuring that they will able to meet contractual obligations during a pandemic event or other localized infectious disease outbreak.

4.1.1.2 Pandemic Alert

During this stage (Phases 4 an 5), messages are designed to ensure that employees understand ABC Corp pandemic procedures and the Pandemic Plan, as well as relevant Human Resources policies specific to a pandemic event.

4.1.1.3 Pandemic

During this stage (Phase 6), messages are designed to ensure that managers, professionals and employees are regularly checking for information regarding the organization’s current requirements (e.g., screening, outbound calling to employees, absence reporting) and status. Announcements concerning services such as the Employee Assistance Program from Wilson Banwell Human Solutions (ABC Corp‘s employee assistance provider), bereavement policies and community sources of assistance will be made as the circumstances require.

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4.1.1.4 Post-Pandemic

During this stage (Phase 7), messages are designed to ensure that managers, professionals and employees are aware of the start up procedures for resuming normal business activities. They also communicate ABC Corp concern for employees during this difficult time. In addition, remembrance messages may be necessary.

4.1.2 Procedure for Communications Plan Delivery

1. The ABC Corp Corporate Pandemic Coordinator will review the communications plan and communications templates with HR (internal communications), Operations (suppliers) and Senior Management (clients) each quarter or when the current Pandemic Phase changes.

2. The Crisis Management Team will determine which messages need to be communicated and will forward the appropriate communications template to the spokesperson for each stakeholder group.

3. The Crisis Management Team will review all communications prior to delivery to ensure that the tone and the message are consistent with the content prescribed under the existing ABC Corp Pandemic Plan.

4.2 Key Internal Business Stakeholders

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Stakeholder or Stakeholder Group Specific Areas of Interest Communications Needs

Property Managers

Human LifeReputationCustomer ServiceLegalRegulatory

Pandemic Plan OverviewPandemic Phase ChangesPurchase and Storage of PPEBusiness CurtailmentSite Restrictions

Department Directors and Managers

Human LifeCustomer ServiceRegulatory Health & Safety Issues

Pandemic Plan OverviewPandemic Phase ChangesPandemic Plan RequirementsSite Restrictions

Site Health & Safety Committees

Human LifeLegalRegulatory Health & Safety Issues

Pandemic Plan Overview Pandemic Phase ChangesPandemic Plan RequirementsSite RestrictionsPurchase and Storage of PPERequirements for use of PPE

Supervisors Human LifeHealth & Safety Issues

Pandemic Plan OverviewPandemic Phase ChangesPandemic Plan Requirements

EmployeesHuman LifeHealth & Safety IssuesGeneral Pandemic Awareness

Pandemic Plan OverviewPandemic Phase ChangesPandemic Plan RequirementsChanges to Employment

Union RepresentativesHuman LifeHealth & Safety IssuesGeneral Pandemic Awareness

Pandemic Plan OverviewPandemic Phase ChangesPandemic Plan RequirementsChanges to Employment

4.3 Key External Business Stakeholders

Stakeholder or Stakeholder

GroupName(s) & Contact Info Specific Areas of

InterestCommunications

Needs

Investors/ ABC Corp Owners

Service Levels Financial

Impacts

Letter Telephone

Clients

Communications will be made to all clients

regarding ABC Corp Pandemic Response

Availability of ABC Corp Services

Comfort level that ABC Corp can continue to handle client requirements

E-mail Letter Telephone

Provincial Workers Compensation Body

Pandemic effect on ABC Corp Staff

Letter WCB

Accident/Illness Reporting

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mailto:[email protected]


Stakeholder or Stakeholder

GroupName(s) & Contact Info Specific Areas of

InterestCommunications

Needs

Local Public Health Department

Toronto Public Health(416) 338-7600

Mon.-Fri. [email protected]

Company Pandemic Phase

Absenteeism


Key Suppliers

Communications will be made to all suppliers regarding Company Pandemic Response

How to contact ABC Corp during a pandemic

Assurance that business will continue during a pandemic


Tenants

Communications will be made to all tenants head

offices regarding ABC Corp Pandemic

Response

Availability of ABC Corp Services

Comfort level that ABC Corp can continue to handle client requirements


4.4 Reporting During a Pandemic

Reserved

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4.5 Communications Media and Infrastructure

ABC Corp supports an open communications policy, particularly in the event of a pandemic or other infectious disease outbreak. Employees will be concerned for their own safety and that of their families, and they will be unsure of how they will be compensated if they become ill or have to stay at home to care for a family member. Clients will be concerned over whether their business with ABC Corp will be maintained even during a pandemic, and suppliers will need to know how they must handle delivery of services to ABC Corp

As always, it shall remain ABC Corp policy to be as open and forthcoming as possible with internal and external stakeholders in the event of a pandemic or other disruptive event. ABC Corp management will be expected to push information to employees in order to maximize timely response to events. For internal stakeholders, all information regarding pandemic actions or policy changes will be issued from HR.

4.6 Emergency Call Communications

ABC Corp Employees: ABC Corp is expected to maintain telephone and e-mail contact lists for all employees in their respective departments. Upon receiving pandemic updates, ABC Corp will push the information to employees via e-mail and telephone communications after hours, or via e-mail and/or departmental meeting during working hours.

ABC Corp Clients: As events will rapidly change through the various stages of a pandemic, clients need to be notified quickly. As Pandemic Phase changes or other important information such as business curtailment needs to be issued, Crisis Management Team will draft appropriate messaging from the Managing Director to the Clients and Owners.

ABC Corp Suppliers: Suppliers to ABC Corp offices are critical to maintaining normal framework operations to the greatest extent possible during a pandemic event or other business disruption. Suppliers need to be assured that ABC Corp has a plan in place to maintain a safe and healthy workplace and that, while business may experience an initial slow down, it will still function throughout a pandemic.

Upon a change in the Pandemic Phase or when other important information relating to, for example, business curtailment needs to be issued, Crisis Management Team will draft appropriate messaging to suppliers.

ABC Corp 66


4.7 Pandemic Messaging

4.7.1 Phase 3

4.7.1.1 Phase 3 – Employees

Communications Template #: VIC-P3-EMPandemic Phase Stakeholder Spokesperson3 - Planning ABC Corp Employees HRMessage or Key Talking Points

Factual Formation of the Crisis Management Team Who the key players are by site When the Plan is expected to be finished

Practical Basic flu hygiene Dates for local flu clinics What flu vaccine does and how it works Why you should get a flu shot How to recognize the difference between flu and a cold What to do when you have the flu Current sick policies Employee Pandemic Awareness Training requirements

Advisory Current status of pandemic readiness Types of flu viruses How to ask questions about the Pandemic Plan Links to information websites are provided in section 3.2.8

Media Date Preparede-mail, pay stub or personalized letter

ABC Corp 67


4.7.1.2 Phase 3 – Company Management

Communications Template #: ABC CORP.-P3-MGPandemic Phase Stakeholder Spokesperson3 - Planning ABC Corp Management HRMessage or Key Talking Points

Factual Formation of the Crisis Management Team Who the key players are by site When the Plan is expected to be finished Where the finished plan can be found Impact of the Plan on budgets

Practical Basic flu hygiene Dates for local flu clinics What flu vaccine does and how it works Why you should get a flu shot How to recognize the difference between flu and a cold What to do when you have the flu Current sick policies Employee Pandemic Awareness Training requirements

Advisory Current status of pandemic readiness Types of flu viruses How to ask questions about the Pandemic Plan Links to information websites are provided in section 3.2.8

Media Date Preparede-mail

ABC Corp 68


4.7.1.3 Phase 3 – Clients

Communications Template #: ABC CORP.-P3-CSPandemic Phase Stakeholder Spokesperson3 - Planning Clients Managing DirectorMessage or Key Talking Points

Factual ABC Corp has developed and tested the Pandemic Plan

Reassurance What this means to ABC Corp clients ABC Corp is certified as Pandemic Ready Business continuity and confidentiality is of the utmost importance and will be the

number one priority of ABC Corp in the event of a pandemic

Practical Basic flu hygiene Why you should get a flu shot How to recognize the difference between flu and a cold What to do when you have the flu

Advisory Current status of pandemic readiness Types of flu viruses Links to information websites are provided in section 3.2.8

Media Date PreparedLetter

ABC Corp 69


4.7.1.4 Phase 3 – Suppliers

Communications Template #: ABC CORP.-P3-SPPandemic Phase Stakeholder Spokesperson3 - Planning Suppliers OperationsMessage or Key Talking Points


Reassurance What this means to suppliers ABC Corp is certified as Pandemic Ready Maintenance of normal business operations is of the utmost importance to ABC Corp

in the event of a pandemic

Advisory Current status of pandemic readiness Types of flu viruses Links to information websites are provided in section 3.2.8

Reminder Request the status of their current pandemic planning Request that suppliers become certified as pandemic ready Include request for information concerning pandemic readiness as part of ABC Corp

RFP or bidding processMedia Date PreparedLetter

ABC Corp 70


4.7.1.5 Phase 3 – Tenants

Communications Template #: ABC CORP.-P3-TNPandemic Phase Stakeholder Spokesperson3 - Planning Tenants OperationsMessage or Key Talking Points


Reassurance What this means to tenants ABC Corp is certified as Pandemic Ready Maintenance of normal business operations is of the utmost importance to ABC Corp in

the event of a pandemic

Advisory Current status of pandemic readiness Links to information websites are provided in section 3.2.8

Reminder Request the status of their current pandemic planning Request that office tenants become certified as pandemic ready Links to information websites are provided in section 3.2.8


ABC Corp 71


4.7.2 Phase 4


Communications Template #: ABC CORP.-P4-EMPandemic Phase Stakeholder Spokesperson4 – Preparation ABC Corp Employees HRMessage or Key Talking Points

Factual Change in Phase (from 3 to 4) Rationale for the change What the change means to the business

Reassurance What the change means to employees and their families ABC Corp is certified as Pandemic Ready Maintenance of normal business operations and employee health and welfare is of the

utmost importance to ABC Corp in the event of a pandemic How to contact ABC Corp during a pandemic

Practical Advisory on implementation of Infectious Disease Control Measures Requirement to review Pandemic Awareness Training videos How to ask questions about the Pandemic Plan

Advisory Basic flu hygiene Dates for local flu clinics Why you should get a flu shot How to recognize the difference between flu and a cold Advise to call their manager if sick Links to information websites are provided in section 3.2.8

Media Date Preparede-mail, Voicemail, Message Boards, pay stubs

ABC Corp 72



Communications Template #: ABC CORP.-P4-MGPandemic Phase Stakeholder Spokesperson4 – Preparation ABC Corp Management HRMessage or Key Talking Points

Factual Change in Phase (from 3 to 4) Rationale for the change What the change means to the business

Reassurance What the change means to Employees and their families ABC Corp is certified as Pandemic Ready Maintenance of normal business operations and Company member health and welfare

is of the utmost importance to ABC Corp in the event of a pandemic How to contact ABC Corp during a pandemic

Practical Advisory on implementation of Infectious Disease Control Measures Requirement to review Pandemic Awareness Training videos Where the finished plan can be found Impact of the Plan on budgets How to ask questions about the Pandemic Plan

Advisory Basic flu hygiene Dates for local flu clinics Why you should get a flu shot How to recognize the difference between flu and a cold Advise to call their manager if sick Links to information websites are provided in section 3.2.8

Media Date Preparede-mailVoicemailBlackBerry Alert

ABC Corp 73



Communications Template #: ABC CORP.-P4-CSPandemic Phase Stakeholder Spokesperson4 – Preparation Clients Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 3 to 4) Rationale for the change How the change has affected ABC Corp

Reassurance What the change means to customers ABC Corp is certified as Pandemic Ready Business continuity and confidentiality is of the utmost importance and will be the

number one priority of ABC Corp in the event of a pandemic How to contact ABC Corp during a pandemic

Advisory Basic flu hygiene Why you should get a flu shot How to recognize the difference between flu and a cold Links to information websites are provided in section 3.2.8


ABC Corp 74



Communications Template #: ABC CORP.-P4-SPPandemic Phase Stakeholder Spokesperson4 – Preparation Suppliers OperationsMessage or Key Talking Points

Factual Change in Phase (from 3 to 4) Rationale for the change What the change means to the business relationship

Reassurance What the change means to suppliers ABC Corp is certified as Pandemic Ready Maintenance of normal business operations is of the utmost importance to ABC Corp

in the event of a pandemic How to contact ABC Corp during a pandemic


Reminder Request the status of their current pandemic planning Request that suppliers become certified as Pandemic Ready


ABC Corp 75



Communications Template #: ABC CORP.-P4-TNPandemic Phase Stakeholder Spokesperson4 – Preparation Tenants OperationsMessage or Key Talking Points

Factual Change in Phase (from 3 to 4) Rationale for the change How the change has affected ABC Corp

Reassurance What the change means to tenants ABC Corp is certified as Pandemic Ready Business continuity and confidentiality is of the utmost importance and will be the

number one priority of ABC Corp in the event of a pandemic How to contact ABC Corp during a pandemic



ABC Corp 76


4.7.3 Phase 5


Communications Template #: ABC CORP.-P5-EMPandemic Phase Stakeholder Spokesperson5 – Prevention ABC Corp Employees Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 4 to 5) Rationale for the change Impact on ABC Corp operations What the change means to employees and their families

Reassurance Comprehensive plan in place to ensure health and safety of employees Your health is our number one priority Maintain precautionary measures to limit the impact on ABC Corp and its employees

Practical Basic flu hygiene How to recognize the difference between flu and a cold What to do when you have the flu Review Business Travel restriction advisory Implementation of Infectious Disease Control Measures as outlined in Section

3.0/Phase 5 of the ABC Corp Pandemic Plan Description of self-screening process Home quarantine procedures Absence reporting direction

Advisory If you have not yet done so, review Pandemic Awareness Training videos How to ask questions about the Pandemic Plan Instruction to employees regarding Emergency Human Resources policies Advise to call their manager if sick Links to information websites are provided in section 3.2.8


ABC Corp 77



Communications Template #: ABC CORP.-P5-MGPandemic Phase Stakeholder Spokesperson5 – Prevention ABC Corp Managing DirectorMessage or Key Talking Points



Practical Basic flu hygiene How to recognize the difference between flu and a cold What to do when you have the flu Business Travel restriction advisory Implementation of Infectious Disease Control Measures as outlined in Section

3.0/Phase 5 of the ABC Corp Pandemic Plan Description of self-screening process Home quarantine procedures Absence reporting direction

Advisory If you have not yet done so, review Pandemic Awareness Training videos Where to find and review the Pandemic Plan How to ask questions about the Pandemic Plan Instruction to managers regarding Emergency Human Resources policies and the

effects they may have on staffing levels Advise to call their manager if sick Links to information websites are provided in section 3.2.8

Media Date Preparede-mailVoicemailBlackBerry Alert

ABC Corp 78



Communications Template #: ABC CORP.-P5-CSPandemic Phase Stakeholder Spokesperson5 – Prevention Clients Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 4 to 5) Rationale for the change Business Travel & meeting restrictions How the change has affected ABC Corp

Reassurance What the change means to clients ABC Corp is certified as Pandemic Ready Customer service and confidentiality is of the utmost importance and will be the

number one priority of ABC Corp in the event of a pandemic Maintain precautionary measures to limit the impact on ABC Corp, its employees,

clients, tenants and suppliers

Practical Precautionary measures in line with official WHO have been implemented to protect

and support our people throughout this pandemic Implementation of Infectious Disease Control Measures Implementation of self-screening policy Description of self-screening process


ABC Corp 79



Communications Template #: ABC CORP.-P5-SPPandemic Phase Stakeholder Spokesperson5 – Prevention Suppliers Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 4 to 5) Rationale for the change Impact on ABC Corp operations What the change means to the business relationship

Reassurance ABC Corp values the business relationship with its suppliers Maintenance of business operations is a priority Maintain precautionary measures to limit the impact on ABC Corp, its employees,

tenants and suppliers

Practical Basic flu hygiene How to recognize the difference between flu and a cold What to do when you have the flu Implementation of Infectious Disease Control Measures Implementation of self-screening policy Description of self-screening process

Advisory How to contact ABC Corp during a pandemic event Links to information websites are provided in section 3.2.8

Reminder Request the status of their current pandemic planning

Media Date Preparede-mail, letter

ABC Corp 80



Communications Template #: ABC CORP.-P5-TNPandemic Phase Stakeholder Spokesperson5 – Prevention Tenants Managing DirectorMessage or Key Talking Points


Reassurance What the change means to tenants ABC Corp is certified as Pandemic Ready Customer service and confidentiality is of the utmost importance and will be the

number one priority of ABC Corp in the event of a pandemic Maintain precautionary measures to limit the impact on ABC Corp, its employees,



and support our people throughout this pandemic Implementation of Infectious Disease Control Measures Implementation of self-screening policy Description of self-screening process


ABC Corp 81


4.7.4 Phase 6


Communications Template #: ABC CORP.-P6-EMPandemic Phase Stakeholder Spokesperson6 – Containment Employees Managing DirectorMessage or Key Talking Points



Practical Basic flu hygiene How to recognize the difference between flu and a cold What to do when you have the flu Business Travel prohibition Implementation of Infectious Disease Control Measures as outlined in Section

3.0/Phase 6 of the ABC Corp Pandemic Plan Description of workplace screening process Reminder of self-screening process Home quarantine procedures Absence reporting direction

Advisory How to ask questions about the Pandemic Plan Direct to ABC Corp Intranet for review of Human Resources policies Advise to call their manager if sick Links to information websites are provided in section 3.2.8


ABC Corp 82



Communications Template #: ABC CORP.-P6-MGPandemic Phase Stakeholder Spokesperson6 – Containment Management Managing DirectorMessage or Key Talking Points



Practical Basic flu hygiene How to recognize the difference between flu and a cold What to do when you have the flu Business Travel prohibition Implementation of Infectious Disease Control Measures as outlined in Section

3.0/Phase 6 of the ABC Corp Pandemic Plan Description of workplace screening process Reminder of self-screening process Home quarantine procedures Absence reporting direction

Advisory How to ask questions about the Pandemic Plan Direct to ABC Corp Intranet for review of Human Resources policies Advise to call their manager if sick Links to information websites are provided in section 3.2.8

Media Date Preparede-mailTelephoneVoicemailBlackBerry Alert

ABC Corp 83



Communications Template #: ABC CORP.-P6-CSPandemic Phase Stakeholder Spokesperson6 – Containment Clients Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 5 to 6) Rationale for the change Business Travel & meeting restrictions How the change has affected ABC Corp Introduced a workplace screening procedure

Reassurance What the change means to clients ABC Corp is certified as Pandemic Ready Business continuity and confidentiality is of the utmost importance and are the number

one priority of ABC Corp Maintain precautionary measures to limit the impact on ABC Corp its employees,

clients, tenants and suppliers


and support our people throughout this pandemic Implementation of Infectious Disease Control Measures


ABC Corp 84



Communications Template #: ABC CORP.-P6-SPPandemic Phase Stakeholder Spokesperson6 – Containment Suppliers Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 5 to 6) Rationale for the change Impact on ABC Corp operations What the change means to the business relationship

Reassurance ABC Corp values the business relationship with its suppliers Maintenance of business operations is a priority Maintain precautionary measures to limit the impact on ABC Corp, its employees,

customers and suppliers

Practical Implementation of Infectious Disease Control Measures Cancellation of all on-premises meetings Implementation of ABC Corp workplace screening policies

Advisory Basic flu hygiene How to recognize the difference between flu and a cold What to do when you have the flu How to contact ABC Corp during a pandemic event Links to information websites are provided in section 3.2.8


ABC Corp 85



Communications Template #: ABC CORP.-P6-TNPandemic Phase Stakeholder Spokesperson6 – Containment Tenants Managing DirectorMessage or Key Talking Points


Reassurance What the change means to clients ABC Corp is certified as Pandemic Ready Business continuity and confidentiality is of the utmost importance and are the number

one priority of ABC Corp Maintain precautionary measures to limit the impact on ABC Corp, its employees,



and support our people throughout this pandemic Implementation of Infectious Disease Control Measures


ABC Corp 86


4.7.5 Phase 7


Communications Template #: ABC CORP.-P7-EMPandemic Phase Stakeholder Spokesperson7 - Recovery Employees Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 6 to 7) Rationale for the change What the change means to employees and their families

Reassurance Business will return to normal levels over the next few days/weeks Counseling will be available for employees who feel they need assistance in coping

with grief and/or impact of the pandemic ABC Corp will maintain a state of constant vigilance against further recurrences

Practical Maintain precautionary measures to prevent further occurrences

Advisory Advise to call their manager if sick Links to information websites are provided in section 3.2.8

Media Date Preparede-mail, Voicemail, Meetings, pay stubs

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Communications Template #: ABC CORP.-P7-MGPandemic Phase Stakeholder Spokesperson7 - Recovery ABC Corp Management Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 6 to 7) Rationale for the change What the change means to employees and their families

Reassurance Business will return to normal levels over the next few days/weeks Counseling will be available for employees who feel they need assistance in coping

with grief and/or impact of the pandemic ABC Corp will maintain a state of constant vigilance against further recurrences

Practical Impact the pandemic has had on ABC Corp How ABC Corp will return to normal framework operations Maintain precautionary measures to prevent further occurrences

Advisory Advise to call their manager if sick Links to information websites are provided in section 3.2.8

Media Date Preparede-mail, Voicemail, Meetings, BlackBerry Alert

ABC Corp 88



Communications Template #: ABC CORP.-P7-CSPandemic Phase Stakeholder Spokesperson7 - Recovery Clients Managing DirectorMessage or Key Talking Points

Factual Change in Phase (from 6 to 7) Rationale for the change What the change means to business operations

Reassurance Business will return to normal levels over the next few days/weeks ABC Corp will maintain a state of constant vigilance against further recurrences

Practical How ABC Corp will return to normal framework operations Maintain precautionary measures to prevent further occurrences

Advisory Links to information websites are provided in section 3.2.8


ABC Corp 89



Communications Template #: ABC CORP.-P7-SPPandemic Phase Stakeholder Spokesperson7 - Recovery Suppliers Managing DirectorMessage or Key Talking Points



Practical Maintain precautionary measures to prevent further occurrences



ABC Corp 90



Communications Template #: ABC CORP.-P7-TNPandemic Phase Stakeholder Spokesperson7 - Recovery Tenants Managing DirectorMessage or Key Talking Points



Practical How ABC Corp will return to normal framework operations Maintain precautionary measures to prevent further occurrences



ABC Corp 91


4.8 Communications Plan Checklist

4.8.1 Communications Plan Checklist

Pandemic Phase Stakeholder Group Template Issue Date

3

ABC Corp Employees

ABC Corp -P3-EM

ABC Corp Management

ABC Corp P3-MG

Clients ABC Corp -P3-CSSupplier ABC Corp -P3-SPTenants ABC Corp -P3-TN

4

ABC Corp Employees

ABC Corp -4-EM

ABC Corp Management

ABC Corp -P4-MG

Clients ABC Corp -P4-CSSuppliers ABC Corp -P4-SPTenants ABC Corp -P4-TN

5

ABC Corp Employees

ABC Corp -P5-EM

ABC Corp Management

ABC Corp -P5-MG


6

ABC Corp Employees

ABC Corp -P6-EM

ABC Corp Management

ABC Corp -P6-MG


7

ABC Corp Employees

ABC Corp -P7-EM

ABC Corp Management

ABC Corp -P7-MG

Clients ABC Corp -P7-CSSupplier ABC Corp -P7-SPTenants ABC Corp -P7-TN

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Section 5.0 – Pandemic Decision Support Matrix

5.1 Pandemic Phase 3 - Planning

PANDEMIC PHASE 3 - PLANNING

Ste

p

Actions Document Responsibility

1 Monitor PNN and WHO websites daily or weekly1.4.2.2

1.4.2.5

CPC

HR

2 Monthly review and update of pandemic team members CPC

3 Semi-annual review & maintenance of the Pandemic Plan 1.5 CPC

4 Online Pandemic Awareness Training 1.9 Managers

5 Purchase stocks of antivirals (as determined) CMT

HR

6 Pandemic Governance bodies review Pandemic Plan and know and understand their roles in a pandemic situation 1.4

CMT

CPC

CPOT

7 Suppliers are asked to provide pandemic readiness status 4.7.1.4 All departments

8Coordinate with insurance and financial institutions to review current policies and coverage related to pandemic and upgrade as required

1.11.3

1.11.4

1.11.5

Finance

Insurance

9 Communicate with Employees, Clients, Suppliers and Tenants about ABC Corp Pandemic Plan

4.7.1.1 -

4.7.1.5

HR

Ops

Managing Director

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5.2 Pandemic Phase 4 - Preparation

PANDEMIC PHASE 4 - PREPARATION

Ste

p



1.4.2.3

CPC

HR

2

Call CPOT meeting and recommend:

Change in alert status to Phase 4

Initiation of Pandemic Governance

Establishment of State of Preparedness

Implementation of phase 4 infection prevention measures

Travel Policy change

Online Pandemic Refresher training requirement

1.6

1.7

1.9.1

2.2.14

3.2.5

CPC

3 Management Committee determines actions at Phase 4 based on CPOT recommendations

1.4.2.1

1.4.2.2 CMT

4 Update CPOT on decision (as applicable)1.4.2.3

1.4.2.4 CPC

5 Develop content for Corporate specific Pandemic Hotline and communications templates

4.1

4.2

4.3

HR

6

Communicate with employees:

Change to Phase 4

Pandemic Governance initiated

State of Preparedness established


Travel Policy announced

Online Pandemic Refresher training requirement

4.7.2.1

4.7.2.2 HR

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PANDEMIC PHASE 4 - PREPARATION

Ste

p


7 Communicate with stakeholders (as applicable)

4.7.2.3

4.7.2.4

4.7.2.5

Operations

Managing Director

Operations

8 Initiate Travel Policy for phase 42.2.14

3.2.5 HR

9 Complete upgrade of financial and insurance policies

1.11.3

1.11.4

1.11.5

Finance

Insurance

10 Pandemic Teams begin to meet weekly CPC

CPOT

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5.3 Pandemic Phase 5 - Prevention

PANDEMIC PHASE 5 - PREVENTION

Ste

p



1.4.2.3

CPC

HR

2



Absence reporting

Self-screening

Infection Prevention Policies

Establishment of State of Readiness


Travel Policy for phase 5

1.6

1.7

2.2.1

2.2.10

2.2.14

3.2.1

3.2.6

3.2.8

3.2.9

CPC

3 Management Committee determines actions at Phase 5 based on CPOT recommendations

1.4.2.1

1.4.2.2 CMT

4 Brief CPOT on decision (as applicable)1.4.2.3

1.4.2.4 CPC

5 Develop content for Pandemic Hotline and communications templates

4.1

4.2

4.3

HR

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PANDEMIC PHASE 5 - PREVENTION

Ste

pActions Document Responsibility

6

Communicate with Employees:

Change to Phase 5

Absence reporting

Self-screening requirements (Issue Guidelines)

HR Policy changes


State of Readiness established


Travel Policy

4.7.3.1

4.7.3.2 Managing

Director

7 Communicate with stakeholders

4.7.3.3

4.7.3.4

4.7.3.5

Managing Director

8 Pandemic Teams meet daily CPC

CPOT

9 CPOT receives daily absentee statistics from sites (Influenza Absence Alert Form)

1.4.2.6

3.2.4 HR

10

CPOT reviews absentee statistics and recommends business curtailment measures to Management Committee

(as applicable)

1.4.2.2 CPC

11CMT reviews daily absentee statistics and issues business curtailment measures (as applicable). If required CMT will obtain approval from Owners

1.4.2.1 CMT

12 Communicate business curtailment measures to ABC Corp management and employees

4.7.3.1

4.7.3.2 Managing

Director

13 Communicate business curtailment measures to external stakeholders (as applicable)

4.7.3.3

4.7.3.4

4.7.3.5

Managing Director

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5.4 Pandemic Phase 6 - Containment

PANDEMIC PHASE 6 - CONTAINMENT

Ste

p



1.4.2.3

CPC

HR

2



Social Distancing



Establishment of State of Emergency

Site specific and screening station requirements

Travel policy for phase 6

1.6

1.7

2.2.2

2.2.3

2.2.4

2.2.7

2.2.9

2.2.11

2.2.12

2.2.13

2.2.14

2.2.15

2.2.16

3.1

3.2.3

3.2.7

CPC

3 Management Committee determines ABC Corp actions at Phase 6 based on CPOT recommendations

1.4.2.1

1.4.2.2 CMT

4Brief CPOT on Management Committee decision

(as applicable)

1.4.2.3

1.4.2.4 CPC


4.1

4.2

4.3

HR

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Ste

p


6


Change to Phase 6

Social Distancing



State of Emergency established

Site specific and screening station requirements

Travel policy for phase 6

4.7.4.1

4.7.4.2 Managing Director


4.7.4.3

4.7.4.4

4.7.4.5

Managing Director

8 Pandemic Teams meet daily CPC

CPOT

9 CPOT receives daily absentee statistics from sites (Influenza Absence Alert Form)

1.4.2.6

3.2.4 HR

10

CPOT reviews absentee statistics and recommends business curtailment measures to Management Committee

(as applicable)

1.4.2.2 CPC

11

Management Committee reviews daily absentee statistics and issues business curtailment measures (as applicable). If required CMT will obtain approval from Owners.

1.4.2.1 CMT

12 Communicate business curtailment measures to ABC Corp management and employees

4.7.4.1

4.7.4.2 Managing Director

13 Communicate business curtailment measures to external stakeholders (as applicable)

4.7.4.3

4.7.4.4

4.7.4.5

Managing Director

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Ste

p


14 Administrate STD/LTD and other HR continuances as required

2.2.2

2.2.3

2.2.4

HR

15 Coordinate grief counseling for employees as necessary HR

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5.5 Pandemic Phase 7 - Recovery

PANDEMIC PHASE 7 - RECOVERY

Ste

p



1.4.2.3

CPC

HR

2



Social Distancing revoked

Discontinue screening stations

Maintain self-screening until further notice

Maintain absence reporting until further notice

Reduced Infectious Disease Control Policies

Establishment of State of Recovery

HR Policy changes

Travel policy changes

1.6

1.7

3.1 CPC

3 Management Committee determines ABC Corp actions at Phase 7 based on CPOT recommendations

1.4.2.1

1.4.2.2 CMT

4 Brief CPOT on ABC Corp actions (as applicable)1.4.2.3

1.4.2.4 CPC


4.1

4.2

4.3

HR

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PANDEMIC PHASE 7 - RECOVERY

Ste

p


6



Social Distancing revoked

Discontinue screening stations

Maintain self-screening until further notice

Maintain absence reporting until further notice

Reduced Infectious Disease Control Policies

Establishment of State of Recovery

HR Policy changes

Travel policy changes

4.7.5.1

4.7.5.2 Managing

Director


4.7.5.3

4.7.5.4

4.7.5.5

Managing Director

8 Pandemic Teams reduce meetings to weekly basis CPC

CPOT

9 Administer STD/LTD and other HR continuances as required

2.2.2

2.2.3

2.2.4

HR

10 Coordinate grief counseling for employees as necessary HR

11 Coordinate with financial and insurance institutions to react to impact of pandemic on the business 1.10.1

Finance

Insurance

12 Post pandemic debrief and plan review CMT

CPC

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Glossary of Terms

A - H Acetaminophen Antipyretic medication that affects the hypothalamus (which controls body temperature and the feeling of pain). With inflammation, acetaminophen does not affect the cause of the fever or pain, but can only reduce the pain itself. Tylenol® is a common brand of acetaminophen, available without a prescription.

Antipyretic medication Medication that decreases a fever by: controlling body temperature (through the hypothalamus) and reducing pain, or decreasing the production of inflammatory mediators, which reduces the cause of the fever.Antipyretic medications available without a prescription include:

aspirin® ibuprofen (Advil® and Motrin®) acetaminophen (Tylenol®).

Avian (or bird) influenza Caused by influenza viruses that occur naturally among wild birds. The H5N1 variant is deadly to domestic fowl and can be transmitted from birds to humans, but currently not from human to human. There is no human immunity and no government approved vaccine presently.

Bacteria One celled organisms that can grow and multiply outside of a host and cause illnesses such as strep throat, tuberculosis and pneumonia.

Chronic health conditions Health problems that continue for a long time or recur often.

Contagious Capable of causing disease through the transmission of disease-causing organisms.

Epidemic A disease that affects a large number of people at the same time, but is contained to a specific geographic location.

H5N1 A medical term for a form of the avian influenza A virus, or bird flu. The letters ‘H’ and ‘N’ describe subtypes of the avian influenza A virus. There are 16 variations of H proteins and 9 of N. The H5N1 bird flu virus is one combination of the H and N influenza virus subtypes.

Hemagglutinin Hemagglutinin (or H, in its short form) is a protein on an avian influenza virus that allows the virus to attach itself to healthy cells. See also H5N1.

I - N Ibuprofen

ABC Corp. 103


Antipyretic medication that decreases the production of inflammatory mediators. Therefore, they reduce the cause of viral infection signs and symptoms such as sore muscles and joints, and fever. Advil® and Motrin® are common brands of ibuprofen, available without a prescription.

Immunity The condition that permits a body to resist infection by a specific disease, either through inheritance, acquired, or induced.

Infection Invasion by and multiplication of microorganisms, such as viruses and bacteria, in a body part or issue, which may then lead to a specific disease and elated signs and symptoms.

Inflammatory mediators When an influenza virus infects your body, your immune system releases inflammatory mediators, which activate, or awaken, the nerves that send pain signals to the brain. This nerve activation causes systemic signs and symptoms, such as headache, fever, sore muscles, a sensitive throat (resulting in a cough), and a runny nose.

Influenza Influenza is a contagious infection of the respiratory tract (nose, throat, lungs) caused by an influenza virus. Influenza viruses come in types A, B, and C. Type C infection usually causes either a mild respiratory illness or no signs and symptoms at all. The A and B viruses, which can cause influenza epidemics, continually change from year to year. Because of this, vaccines only work for the most current strain of the virus.

Live Attenuated Influenza Vaccine (LAIV) A nasal-spray flu vaccine made with live, weakened flu viruses. When the viruses are sprayed into the nose, they stimulate the body's immune system to develop antibodies that will prevent infection by naturally occurring influenza viruses. The LAIV vaccine does not cause the flu and has been tested for use in healthy people five years to 49 years of age, who are not pregnant.

Neuraminidase Neuraminidase (or N, in its short form) is a protein on an avian influenza virus that allows the viral DNA to enter infected cells. See also H5N1.

Nonsteroidal anti-inflammatory drugs (NSAIDs) Antipyretic medication that decreases the production of inflammatory mediators. Therefore, they reduce the cause of viral infection signs and symptoms such as sore muscles and joints, and fever. Antipyretic medications available without a prescription include Aspirin®, and ibuprofen (Advil® and Motrin®).

O - Q Oculo-respiratory syndrome On rare occasions, flu vaccinations can cause severe allergic reactions, called oculo-respiratory syndrome. Signs and symptoms include red eyes and breathing issues such as coughing, wheezing, chest tightness, or sore throat. In most cases, the signs and symptoms are mild and disappear within 48 hours.

Pandemic Occurs when a disease affects a large number of people worldwide without being contained to geographic location.

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Pandemic influenza A virulent human flu that causes a global outbreak, or pandemic, of serious illness. Because there is little natural immunity, the disease can spread easily from person to person. Currently, there is no pandemic flu. History suggests that flu pandemics occur three to four times every 100 years. The type A influenza virus goes through a random and major change, leaving most people without immunity against the new flu strain. In the 20th century, there were three influenza pandemics all caused by different strains of the flu virus:

Spanish flu in 1918-19

Asian flu in 1957-58

Hong Kong flu in 1968-69.

Pathogenic Capable of causing disease.

R - Z Respiratory tract The passages through which air enters and leaves the body, including the nose, throat, and lungs.

Seasonal (or common) influenza A respiratory illness caused by a strain of the influenza virus that can be transmitted from person to person. Most people have some immunity, and a vaccine is available.

Sign An indicator of illness or infection that can be seen, touched, or measured, such as a fever.

Strain A unique kind, or version, of an original virus. Different strains of the flu go around the world every year.

Symptom An indication of disease that is felt by the sick person, such as sore muscles, especially when experienced as a change from normal function, sensation, or appearance. Systemic signs and symptoms are created by the immune system’s response to a virus.

Virus Non-living particles that infect cells in living creatures, using the cells to make copies of the virus itself and cause disease. Viruses cause many common illnesses such as polio, hepatitis, HIV, influenza, and even the common cold.

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