Safety Plan
Safety Plan
The company has assessed our workplace and identified places where there is a risk of transmission. This process must involve frontline workers, supervisors, and the health and safety committee. We will continue to follow the advice of the Public Health Agency of Canada and the provincial health officer in this rapidly evolving situation.
Step 1
Assess the risks at the office/warehouse
The virus that causes COVID-19 spreads in several ways. It can spread in droplets when a person coughs or sneezes. It can also spread if you touch a contaminated surface and then touch your face. The risk of person-to-person transmission increases the closer you come to other people, the more time you spend near them, and the more people you come near. The risk of surface transmission increases when many people contact the same surface and when those contacts happen over short periods of time. We have identified areas where there may be risks, either through close physical proximity or through contaminated surfaces. The closer together workers are and the longer they are close to each other, the greater the risk. ☒We have involved frontline workers, supervisors, and the health and safety committee. Workers with any concerns are to speak to their immediate supervisor/manager or a member of the health and safety committee. Any exposure hazards identified are reported to management and measures are implemented to control exposure.
☒We have identified areas where people gather, such as coffee rooms, lunchrooms, washrooms, boardroom, and all common areas in the warehouse and office. An initial walk-through of both the warehouse and the office was performed to identify conditions or tasks that may increase the risk of exposure to workers to COVID-19. Picking area, receiving area, lunchrooms, coffee rooms and washrooms were identified as risk areas. New protocols were implemented to restrict visitors to the receiving area only. Picking tables were separated and a new policy restricting only one picker per table was implemented. Coffee and lunch breaks were staggered and tables and chairs were reduced. Enhanced cleaning protocols were implemented to increase cleaning in high-risk areas. All workers entering/leaving the building, coffee/lunchrooms, and washrooms are required to wash hands with soap and water and/or sanitation gel. ☒We have identified job tasks and processes where workers are close to one another or members of the public. Most workers are not close to each other except for the picking area where picking tables are now restricted. The numbers of employees in the office have been reduced by 75% and employees have staggered days to reduce the number of employees in the office on the same day. ☒We have identified the tools, machinery, and equipment that workers share while working. Enhance cleaning and disinfecting of the workplace, particularly high-contact items such as RF guns, tables, shipping stations, computers and scanners were implemented. All workers have access to gloves, masks, and shields.
☐We have identified surfaces that people touch often. Door knobs, railings, Xerox machines, lunchroom (counter, coffee pots, fridge handle, toaster surface, toaster oven surface and handles of all appliances), and washrooms (door, sink, faucets, toilet handle) were identified as high risk surfaces.
Step 2
Implement protocols to reduce the risks
Select and implement protocols to minimize the risks of transmission. Look to the following for information, input, and guidance: ☒Review industry-specific protocols on worksafebc.com to determine whether any are relevant to your industry. Guidance for additional sectors will be posted as they become available. If protocols are developed specific to your sector, implement these to the extent that they are applicable to the risks at your workplace. You may need to identify and implement additional protocols if the posted protocols don’t address all the risks to your workers. We closely monitor WorkSafeBC and Health Canada requirements. https://www.worksafebc.com/en/about-us/news-events/announcements/2020/March/covid-19-and-the-workplace https://www.canada.ca/en/public-health/services/diseases/coronavirus-disease-covid-19.html ☒Frontline workers, supervisors, and the joint health and safety committee (or worker representative). All workers, management and health and safety committee members have had the opportunity to provide input. ☒Orders, guidance, and notices issued by the provincial health officer and relevant to your industry. BC government and health agencies are closely monitored to adhere to provincial guidelines and standards. https://news.gov.bc.ca/Search?q=COVID-19 https://www2.gov.bc.ca/gov/content/health/about-bc-s-health-care-system/office-of-the-provincial-health-officer http://www.bccdc.ca/health-info/diseases-conditions/covid-19 https://www.healthlinkbc.ca/health-feature/coronavirus-disease-covid-19 ☒Your health and safety association or other professional and industry associations. We are a member of CAPDM and have participated in a committee to explore and develop industry best practices to protect distribution centre employees during COVID-19. The objective is to safeguard the health and wellness of a workforce deemed to perform an essential service to the Canadian population. In turn, it also protects the drug supply chain against unwanted interruptions.
Step 3
Develop policies
Develop the necessary policies to manage your workplace, including policies around who can be at the workplace, how to address illness that arises at the workplace, and how workers can be kept safe in adjusted working conditions.
Our workplace policies ensure those workers and others showing symptoms of COVID-19 are prohibited from the workplace.
☒Anyone who has had symptoms of COVID-19 in the last 10 days. Symptoms include fever, chills, new or worsening cough, shortness of breath, sore throat, and new muscle aches or headache.
☒Anyone directed by Public Health to self-isolate.
☒Anyone who has arrived from outside of Canada or who has had contact with a confirmed COVID-19 case must self-isolate for 14 days and monitor for symptoms.
☒Visitors are prohibited or limited in the workplace.
☒First aid attendants have been provided OFAA protocols for use during the COVID-19 pandemic (see Appendix A).
☒We have a working alone policy in place. Workers do not work alone or in isolation and the building is checked prior to closing.
☒We have a work from home policy in place. The company has taken appropriate preventative measures in place for workers who are working from home (see Appendix B).
☒Ensure workers have the training and strategies required to address the risk of violence that may arise as customers and members of the public adapt to restrictions or modifications to the workplace. . Our employee guiding principles manual addresses workplace bullying and harassment.
☒Ensure an appropriate violence prevention program is in place. Our employee guiding principles manual addresses workplace bullying and harassment.
☒If the worker is severely ill (e.g., difficulty breathing, chest pain), call 911.
☒Clean and disinfect any surfaces that the ill worker has come into contact with.
Step 4
Develop communication plans and training
You must ensure that everyone entering the workplace, including workers from other employers, knows how to keep them safe while at your workplace.
☒We have a training plan to ensure everyone is trained in workplace policies and procedures.
☒All workers have received the policies for staying home when sick.
☒We have posted signage at the workplace, including occupancy limits and effective hygiene practices.
☒We have posted signage at the main entrance indicating who is restricted from entering the premises, including visitors and workers with symptoms.
☒Supervisors have been trained on monitoring workers and the workplace to ensure policies and procedures are being followed.
Step 5
Monitor your workplace and update your plans as necessary
Things may change as your business operates. If you identify a new area of concern, or if it seems like something isn’t working, take steps to update your policies and procedures.
☒Involve workers in this process.
☒We have a plan in place to monitor risks.
☒We make changes to our policies and procedures as necessary.
☒Workers know who to go to with health and safety concerns.
☒When resolving safety issues, we will involve health and safety committee.
Step 6
Assess and address risks from resuming operations
If your workplace has not been operating for a period of time during the COVID-19 pandemic, you may need to manage risks arising from restarting your business.
☒We have a training plan for new staff.
☒We have an orientation plan for staff returning to the office/warehouse (see Appendix C).
☒We have a training plan for staff taking on new roles or responsibilities.
☐We have a training plan around changes to our business, such as new equipment, processes, or products. Not required – the company has not been closed.
☐We have reviewed the start-up requirements for vehicles, equipment, and machinery that have been out of use. Not required – the company has not been closed.
☐We have identified a safe process for clearing systems and lines of product that have been out of use. Not required – the company has not been closed.
First level protection (elimination)
Limit the number of people at the workplace and ensure physical distance whenever possible we have established and posted an occupancy limit for our premises. Public Health has advised that the prohibition on gatherings of greater than 50 people refers to “one-time or episodic events” (weddings, public gatherings), and is therefore not intended to apply to workplaces. However, limiting the number of people in a workplace is an important way to ensure physical distancing is maintained. [Public Health has developed guidance for the retail food and grocery store sector that requires at least 5 square metres of unencumbered floor space per person (workers and customers). This allows for variation depending on the size of the facility, and may be a sensible approach for determining maximum capacity for employers from other sectors that do not have specific guidance on capacity from Public Health.]
Measures in place (A)
Too reduce the number of people at the worksite, we have remote work-from-home arrangements, virtual meetings, rescheduling work tasks, and limiting the number of visitors in the workplace. We have established occupancy limits for common areas such as coffee rooms, lunchrooms, and washrooms. We have implemented measures to keep workers and others at least 2 metres apart, wherever possible. Options include revising work schedules and reorganizing work tasks. Second level protection (engineering): We have installed barriers where workers can’t keep physically distant from co-workers, customers, or others. We have included barrier cleaning in our cleaning protocols. We have installed the barriers so they don’t introduce other risks to workers (e.g., barriers installed inside a vehicle don’t affect the safe operation of the vehicle).
Measures in place (B)
We are in the process of installing Plexiglas partitions in the reception area which will protect the worker from outside visitors. We have implemented ‘no visitor’ policy in the office, except for scheduled technicians. All other visitors are directed to the warehouse. Backup tape pick-ups and drop-offs will be exchanged outside the reception front door. The tapes will be placed in a box outside the front door for the driver to pick up and the driver will place the returning tapes into the box. All workers handling the tapes will be expected to wash hands after handling the tapes. All office workers are separated by barriers or in separate offices. Third level protection (administrative): We have identified rules and guidelines for how workers should conduct themselves. We have clearly communicated these rules and guidelines to workers through a combination of training and signage.
Measures in place (C)
We have maintained physical distance by reducing the number of employees in the office and removing high health risk employees. We have ensured that the appropriate number of people is in each area of workplace to prevent workers from coming too close to one another or members of the public. This has been done by posting warnings and limiting the number of workers at one time in break locations. We have maintained a distance of 2 metres (6.6 feet) between workers and others wherever possible, by revising work schedules, organizing work task, and employing the use of dollies or other aids for work tasks that would typically be done by more than one person. We have created pods of workers who work together exclusively to minimize the risk of transmission throughout the workplace. We have installed new picking tables and restrictions to limit one picker per table. We have implemented safety measures to ensure visitors can maintain distance of 2 metres when entering the building and are asked to use hand sanitizers. No visitor policy in the office, with the exception of scheduled technicians. All warehouse employees are asked to use hand sanitizers when entering the building. Fourth level protection: Using masks (optional measure in addition to other control measures): We have reviewed the information on selecting and using masks and instructions on how to use a mask. We understand the limitations of masks to protect the wearer from respiratory droplets. We understand that masks should only be considered when other control measures cannot be implemented. We have trained workers in the proper use of masks
Measures in place (D)
All workers performing cleaning will be instructed to wear gloves and masks. All warehouse workers will be provided with masks, gloves or face shields, if requested, and will be instructed with the correct use. Reduce the risk of surface transmission through effective cleaning and hygiene practices
☒We have reviewed the information on cleaning and disinfecting surfaces. ☒Our workplace has enough handwashing facilities on site for all our workers. ☒Handwashing locations are visible and easily accessed. ☒We have policies that specify when workers must wash their hands and we have communicated good hygiene practices to workers. ☒Frequent handwashing and good hygiene practices are essential to reduce the spread of the virus. [Handwashing and Cover coughs and sneezes posters are available at worksafebc.com.] ☒We have implemented cleaning protocols for all common areas and surfaces — e.g., washrooms, tools, equipment, vehicle interiors, shared tables, desks, light switches, and door handles. This includes the frequency that these items must be cleaned (number of times per day) as well as the timing (before and after shift, after lunch, after use). ☒Workers who are cleaning have adequate training and materials. ☐We have removed unnecessary tools and equipment to simplify the cleaning process — e.g., coffee makers and shared utensils and plates. We have not removed unnecessary tools but have implemented a policy of hand washing when entering & leaving coffee/lunchrooms/washrooms.
Appendix A
OFAA protocols
Appendix B
Working at home policy
The company has reviewed the basic, health and safety policy for working from home and each party understands their role, duties and responsibilities.
Workers working from home will conduct an assessment of their workplace and report any hazards to their manager such as: • Protocols for evacuating from the home or temporary workplace to a safe location if needed and how contact the employer in case of emergency • Discussion of safe workplace practices and how to report any work-related incidents or injuries • Discussion of ergonomic considerations Key health and safety requirements when working from home • Reporting workplace injuries • Requirements for education and training • Worker’s duty to follow safe work procedures • Check-in and other procedures are required if the worker is working alone or in isolation.
Appendix C
Orientation for workers returning to the office/warehouse Each manager is responsible for reviewing the COVID-19 safety policies with each worker returning to the company.
Basic Questions
☐ Do you have any symptoms including fever, chills, new or worsening cough, shortness of breath, sore throat, and new muscle aches or headache? If so, you must call 811 for further assessment and to determine any necessary next steps.
☐Have you been directed by Public Health to self-isolate?
☐Have you been outside of Canada or have you been in contact with a confirmed COVID-19 person? If so, you must self-isolate for 14 days and monitor your symptoms.
☐Are you a First aid attendant? If so, please review Appendix A.
Basic Rules
☐Regular hand washing is an important part of maintaining clean surfaces. Wash your hands regularly; at a minimum, when you arrive, immediately before any breaks and just before leaving.
☐Use paper towel to open doors, levers, handles and the surface of all appliances.
☐When entering and leaving the coffee room/lunchroom/washroom wash your hands or use hand sanitizer.
☐No more than one person in the office coffee room and two people in the office lunchroom. There is a limit of one person per table in the warehouse lunchroom.
☐No more than one person in the washroom. Knock prior to entering.
☐Wait at the top and bottom of staircases and check to make sure no one is coming up or down.
☐Maintain a distance of 2 metres (6.6 feet) between workers and others wherever possible.
☐If required, the company will provide you with disposable gloves, masks and shields.
☐To remove disposable gloves, it is recommended that you use one gloved hand to grab the palm of the other glove and peel the glove off. Then wash your hands thoroughly for at least 20 seconds. ☐Non-medical masks (reusable cloth or disposable) will be optional, with understanding that there are limitations. Each employee will be given two reusable cloth masks. • Before putting on a mask, clean hands with alcohol-based hand rub or soap and water. • Cover mouth and nose with mask and make sure there are no gaps between your face and the mask. • Avoid touching the mask while using it; if you do, clean your hands with alcohol-based hand rub or soap and water. • Wash cloth masks daily and dispose of single-use masks after one use. • To remove the mask: remove it from behind (do not touch the front of the mask) ☐No visitors in the office except for scheduled technicians. Backup tape pick-ups and pick-ups will be exchanged at the reception front door. ☐All visitors except for backup tape pick-ups and drop-offs must enter through either the shipping door or the receiving bays and must use hand sanitizer prior to entering the building (see Appendix D). ☐All workers using food delivery services must meet the delivery driver outside the building.
Cleaning
The virus that causes COVID-19 is easily destroyed by mild soap and water. This works well for hand washing, but cleaning surfaces, effectively can be a challenge. That’s why it’s important to clean and disinfect surfaces, especially high contact surfaces.
• Cleaning refers to the removal of germs, dirt, and impurities from surfaces. Cleaning does not kill germs, but by removing them, it lowers their numbers and the risk of spreading infection. • Disinfecting refers to using chemicals to kill germs on surfaces. This process does not necessarily clean dirty surfaces or remove germs, but by killing germs on a surface after cleaning, it can further lower the risk of spreading infection.
How to clean and disinfect
• Wear disposable gloves and masks when cleaning and disinfecting surfaces. Gloves and masks should be discarded after each cleaning. Clean hands immediately after gloves are removed. • For disinfection, diluted household bleach solutions, alcohol solutions with at least 70% alcohol, and most common EPA-registered household disinfectants should be effective.
☐Clean at least once a day for most surfaces and at least three times a day for high-contact surfaces. Clean all door knobs, railings, Xerox machines, lunchroom (counter, coffee pots, fridge handle, toaster surface, toaster oven surface and handles of all appliances), and washrooms (door, sink, faucets, toilet handle). Safety ☐ If you have any safety concerns, please speak to your their immediate supervisor/manager or a member of the health and safety committee. Any exposure hazards identified are reported to management and measures are implemented to control exposure.
Appendix D
Visitors to the office/warehouse
Each manager is responsible for reviewing the COVID-19 safety policies with each worker responsible for greeting visitors to the company.
Point of Entrance
All visitors will enter through the shipping door. The exception is the delivery of inventory which will enter through the receiving bays and the backup tape pick-ups and pick-ups which will be exchanged at the reception front door.
Basic Question
☐ Ask the visitor if they have any symptoms including fever, chills, new or worsening cough, shortness of breath, sore throat, and new muscle aches or headache. If the answer is yes, the visitor is not permitted into the building.
Basic Rules
☐Instruct the visitor to use hand sanitizer upon entering the office/warehouse.
☐Provide the visitor with a mask and/or gloves (optional) and instruct the visitor on the proper usage.
☐Restrict the visitor to shipping door, reception front door, receiving bays and designated or required work areas.
☐Maintain a distance of 2 metres (6.6 feet) between visitors and workers wherever possible.
☐Instruct the visitor to use hand sanitizer when leaving the office/warehouse.
☐Clean the areas the visitor has used such as the working area, if possible.