COVID-19 Management Toolkit June 30, 2020 …...2020/06/30 · 1 COVID-19 Management Toolkit June...

1

COVID-19 Management Toolkit

June 30, 2020

Version 7.0

We endeavour to ensure that the information contained in this publication is accurate and

complete in accordance with current government guidelines as at the date of the publication.

However, the COVID-19 outbreak is an unprecedented and rapidly changing situation. We will

continue to update the information as it becomes available.

2

Contents

Introduction

Section 1: Positive Test Resources

1. Scenario 1 Response Guidelines (Team Member has tested positive)

2. Scenario 2 Response Guidelines (Site Visitor has tested positive)

3. Scenario 3 Response Guidelines (Close contact outside the workplace)

4. Management Communication Guidelines

5. Positive Case Incident Checklist

6. Positive Case Contact Questionnaire

7. Stage 3 Cleaning Protocol

8. Stage 3 Response: No Employee Gatherings

9. Stage 3 Response: Shift Separation Protocol

Section 2: Policies & Guidance

10. Face Coverings

a. Warehouse and Transport Operations

b. Offices

c. Acceptable Face Coverings

d. Face Covering FAQs

11. HR Guidelines

a. LOA Talking Points

b. Work Refusal Process

c. Pay Guidelines & Scenarios

d. Return to Work Policy Statement

12. Decision Charts

a. Team Member Sickness

b. Household Member Sickness

c. Work from Home

d. Leave of Absence

e. Travel

13. Agency Onboarding & Sickness

14. Stabilization Phase Cleaning Protocol

15. Site Visits Policy

16. Equipment & Procurement

17. Management FAQ

3

Section 3: Forms

18. Team Member Health Assessment

19. Agency Worker Health Assessment

20. Return to Work from Sickness or Isolation

21. Return to Work from Layoff or Work from Home

22. Site Visitor Screening Form

23. Visitor Sign-In Sheet

4

Introduction

This toolkit brings together the resources that you need to manage your team during the COVID-

19 outbreak.

In these difficult times we ask for the full support of the Metro team, we ask people to respect

each other, be vigilant and considerate and not to abuse the system. The COVID-19 outbreak

does not remove the need for people to be genuine, nor does it remove our right to manage the

business.

You can access our most up to date information by visiting: www.mscg19.com

Should you have any questions, please email [email protected]

http://www.mscg19.com/

mailto:[email protected]

5

Section 1: Positive Test Resources

6

Scenario Response and Action Plans

7

Scenario 1: A Team Member or Agency Worker has a confirmed case of COVID-19

DIRECTIONS FOR SITE GM

1. Immediately notify [email protected] that there is a confirmed case of COVID-19 at

your site. The team will work with you to develop a suitable communication strategy for

your site team and customer.

2. Involve the site Joint Health & Safety Committee (JHSC). Contact the local public health

authority and adhere to any guidance that they provide

3. Call the team member who tested positive back to go through the follow up questions.

Refer to the interview questions template.

4. Retrace the team member’s steps; identify the areas where the infected team member

worked and the equipment that they used (MHE, RF, Computers etc.)

5. Arrange for thorough disinfection of the area and equipment. Refer to stage 3 cleaning

guidelines

6. Identify and inform the team members who are most likely to have had close contact with

the affected team member and discuss appropriate next steps with them. This may include

self-isolation for 14-days.

Examples of team members who may have interacted closely include, but are not limited

to:

a) Who used the same equipment (i.e. MHE, RF, computers, etc.) on different shifts?

b) Who was in the same break/lunch group?

c) Who was with the individual during start of shift meeting?

d) Was the individual involved in a team task and who was in that team?

e) Who was managing / supervising the team member?

7. Issue communication to site management and customer

8. Issue communication to site team members.

9. Implement further separation of our team members. Refer to Stage 3 - guideline on no

employee gatherings

10. Verify daily disinfection process

Communication to site team members:

Please do not issue the communication to team members until you have agreed your

approach with the COVID-19 Team.

Please ensure that you do not mention the name of the team member anywhere in the

communication.


8

We have been informed that one of our team members or agency workers on ……….. shift or in

……….. department has a confirmed case of COVID-19

This is a difficult time for the individual concerned and their family and we will remain in contact

with them to do everything we can to support them.

We also recognize that this will cause concern for all our team members on site; and we want to

remind you of some important facts and share the steps we are taking to protect your health

and wellbeing.

Risk of infection:

Public health authorities have indicated that generally only people who have had close contact

with someone confirmed with COVID-19 are at risk of contracting the virus.

Close contact has been defined as:

✓ Living in the same household as a sick person with COVID-19

✓ Caring for a sick person with COVID-19

✓ Being within 6 feet of a sick person with COVID-19 and in direct contact with secretions

(e.g., being coughed on, kissing, sharing utensils, etc.).

Therefore, the chances of a team member becoming infected remains low.

Immediate action being taken:

To further minimize the risk, and in line with our policy of protecting the health and wellbeing of

our team members, we have taken the following steps:

1. Isolated the area and equipment used by the team member concerned for disinfection.

2. Implemented enhanced sanitization of commonly used area within the facility.

3. Identified the team members who are most likely to have interacted closely with the team

member concerned and discussed appropriate next steps with each of them. This may

involve self-isolation for 14 days.

4. Implemented further separation of our team members

5. We have contacted the local public health authority and will adhere to any advice provided

We will continue to follow up and keep you informed of the situation.

We remind all team members to continue with the following actions in order to minimize

your risk of infection: wash your hands regularly with soap and water, avoid touching

your mouth, eyes and nose and maintain social distancing, especially from people who

appear to be sick.

10

Scenario 2: An outside party (not a Metro Team Member or Agency Worker) who has recently

visited a facility has been confirmed with COVID-19.

DIRECTIONS FOR SITE GM

1. Immediately notify [email protected] that a recent visitor to your site has a confirmed

case of COVID-19.

2. Involve the site Joint Health & Safety Committee (JHSC)Contact the local public health

authority and adhere to any additional guidance that they provide.

3. Retrace the visitor’s steps; identify the areas where the affected individual worked and any

equipment that they used (MHE, RF, Computers etc.)

4. Arrange for thorough disinfection of the area and equipment, following the stage 3 cleaning

guidelines.

5. Identify and inform the team members who are most likely to have had close contact with the

affected individual and discuss appropriate next steps with them. This may include self-

isolation for 14-days.

Examples of team members who may have interacted closely include, but are not limited to:

a) Did the individual use any equipment? Which team members also used that

equipment?

b) Where did the individual go while they were on site? Who else was in this area?

c) Who interacted with the individual while they were on site?

6. Issue communication to site management and customer

7. Issue the communication below to all team members at the site

8. Verify daily disinfection process


Please ensure that you do not mention the name of the individual or the company they

work for anywhere in the communication.

We have been informed that a …….. driver / contractor, etc. that visited our facility on …… date

(if known) has a confirmed case of COVID-19.

We recognize that this will cause concern for all our team members on site; and we want to

reminder you of some important facts and share the steps we are taking to protect your health

and wellbeing.

Risk of infection:

Public health authorities have indicated that generally only people who have had close contact

with someone confirmed with COVID-19 are at risk of contracting COVID-19. Close contact has

been defined as:


11



✓ Being within 6 feet of a sick person with COVID-19 and in direct contact with secretions

(e.g., being coughed on, kissing, sharing utensils, etc.).

Therefore, the chances of a team member becoming infected remains low.

Immediate actions being taken:

To further minimize any risk and In line with our policy of protecting the health and wellbeing of

our team members, we have taken the following steps:

1. Isolated the area and equipment used by the team member concerned for disinfection.

2. Implemented enhanced sanitization of commonly used area within the facility.

3. Identified the team members who are most likely to have interacted closely with the team

member concerned and discussed appropriate next steps with each of them. This may

involve self-isolation for 14 days.

4. We have contacted the local public health authority and will adhere to any advice

provided

We will continue to follow up and keep you informed of the situation.




appear to be sick.

13

Scenario 3: A Metro team member has been in contact with someone who has confirmed case of

COVID-19 (not another team member); and has been instructed to self-isolate by public health

authorities:

DIRECTION FOR SITE GMs

1. Complete Team Member Health Assessment Form and send to [email protected]

2. Continue with frequent disinfection of all commonly used areas.

3. Issue the communication below to all team members at the site

4. Remain in contact with team member and update COVID-19 Policy & Response Team if the

team member begins to experience symptoms


Please ensure that you do not mention the name of the team member anywhere in the

communication.

We have been informed by one of our team members that they have been in contact with

someone (not a team member) who has now tested positive for COVID-19. This team member

has been instructed by public health authorities to self-isolate and monitor themselves for

symptoms of COVID-19.

This is a difficult time for the individual concerned and their family and we will remain in contact

with them to do everything we can to support them.

We also recognize that this will cause concern for all our team members on site; and we want to

remind you to take the following actions in order to minimize your risk of infection: wash your

hands regularly with soap and water, avoid touching your mouth, eyes and nose and maintain

social distancing, especially from people who appear to be sick.

We will continue to keep you informed as necessary.

We do not believe at this stage there is any major risk to others in the facility, however, we will

implement enhanced sanitation of commonly used area within the facility.




appear to be sick.


14

Management Communication Guidelines Background The novel coronavirus (COVID-19) has created an unexpected and tremendous amount of stress on businesses and employees in a very short period. As new cases and containment measures to reduce the spread of COVID-19 continue to evolve, the personal and professional impact has heightened employee concerns. As part of the organizational response to the COVID-19 pandemic, developing and delivering a two-way communication strategy and plan is critical to lead your team members through these uncertain and unpredictable times. Purpose This guidance provides recommendations on how to communicate to your team members to mitigate employee concerns. THREE CRITICAL OBJECTIVES OF EMPLOYEE COMMUNICATION Communication does not start and end with an announcement. Ongoing communication is critical to ensure team members are informed of the actions taken; and reassured of the company’s commitment to their health and wellbeing. A key part of communication is ensuring that the team understand what is being communicated and what is expected of them. For your management team. THIS CANNOT BE ACHIEVED BY JUST CASCADING AN EMAIL! WALK YOUR TEAM THROUGH THE COMMUNICATION DOCUMENTS TO ENSURE FULL UNDERSTANDING AND ANSWER ANY QUESTIONS. Ongoing follow-up with your team members is critical to ensure effective communication.

1. INFORM Sharing information during huddle and making information accessible can help manage employee concerns created by misinformation or a lack of information about COVID-19 action plans.

A. Provide accurate information to your team members B. Discuss the proactive steps you are taking onsite to reduce risk, higher frequency of touch

point cleaning, physical distancing etc C. Inform your team members that Metro has a dedicated COVID-19 Response Team that is

working daily to provide them reliable and up-to-date information D. Inform your team members about our COVID-19 website that they can access

(www.mscg19.com)

2. REASSURE Leaders need to recognize and address team member’s concerns, anxieties and fears and provide reassurance. To be most effective, leaders need to be authentic, transparent, and empathetic in their messaging. Communication should be treated as an open, mutual dialogue where your team members will appreciate the opportunity to be listened to. Leaders should demonstrate an understanding of what is happening and what it means to employees, anticipating their reactions and questions. During the announcement huddle,

A. Let your team members know that their health and wellbeing is Company’s priority B. Make Q&A part of your huddle. If you don’t have the answer, let them know that you will find

out and provide an update. C. Encourage team members to voice any questions or concerns they may have D. Announce an open-door policy (while maintaining physical distancing); let your team members

know that we are in this together, encourage and solicit feedback and suggestions


15

3. BE VISIBLE LEADERS Review and familiarize yourself with the management toolkit to ensure consistent messaging across the organization. Consistent and frequent messaging that informs and reassures will help manage misconceptions and

fears.

Ensure that you and your management team are visible on the floor while maintaining physical distancing. Reinforce the following: A. The Metro COVID-19 Response Team is working daily and meeting with the management team

regularly to share latest and accurate information (we are also here to support you and your management team with any questions or concerns you may have)

B. Policy and guidelines have been provided to the management team to ensure they are prepared and know how to respond in specific scenarios

C. Help stop the spread of COVID-19 by following the below pro-active measures ✓ Employees experiencing COVID-19 symptoms are asked to stay away from the workplace and

inform their immediate manager ✓ All team members should wash their hands regularly with soap and water for at least 40 to 60

seconds ✓ Maintain physical distancing at least 2 meters ✓ Avoid handshakes and all physical contact ✓ Avoid touching your eyes, nose, and mouth ✓ Practice respiratory hygiene – cough or sneeze into your elbow; use a disposable tissue,

discard into a closed bin and wash your hands immediately

16

EXAMPLE OF COMMUNICATION GUIDELINE USE (Team member has a confirmed case of COVID-19) Background The novel coronavirus (COVID-19) has created an unexpected and tremendous amount of stress on businesses and employees in a very short period. As new cases and containment measures to reduce the spread of COVID-19 continue to evolve, the personal and professional impact has heightened employee concerns. As part of the organizational response to the COVID-19 pandemic, developing and delivering a two-way communication strategy and plan is critical to lead your team members through these uncertain and unpredictable times. Purpose This guidance provides recommendations on how to communicate to your team members to mitigate employee concerns if a Team Member or Agency Worker has a confirmed case of COVID-19. 1st STEP Follow the Scenario Response and Action Plan guideline: A Team Member or Agency Worker has a confirmed case of COVID-19. THREE CRITICAL OBJECTIVES OF EMPLOYEE COMMUNICATION Communication does not start and end with an announcement. Ongoing communication is critical to ensure team members are informed of the actions taken; and reassured of the company’s commitment to their health and wellbeing. A key part of communication is ensuring that the team understand what is being communicated and what is expected of them. For your management team. THIS CANNOT BE ACHIEVED BY JUST CASCADING AN EMAIL! WALK YOUR TEAM THROUGH THE COMMUNICATION DOCUMENTS TO ENSURE FULL UNDERSTANDING AND ANSWER ANY QUESTIONS. 1. INFORM Sharing information during huddle and making information accessible can help manage employee concerns created by misinformation or a lack of information about COVID-19 action plans. A. Provide accurate information to your team members when briefing them about the incident.

SCRIPT BELOW (this is taken from our scenario 1 response, detailed in this toolkit): We have been informed that one of our team members or agency workers on [shift] or in [department] has a confirmed case of COVID-19. This is a difficult time for the individual concerned and their family and we will remain in contact with them to do everything we can to support them. We also recognize that this will cause concern for all our team members on site; and we want to remind you of some important facts and share the steps we are taking to protect your health and wellbeing. Risk of infection: Public health authorities have indicated that generally only people who have had close contact with someone confirmed with COVID-19 are at risk of contracting the virus. Close contact has been defined as:



✓ Being within 6 feet of a sick person with COVID-19 and in direct contact with secretions (e.g., being

coughed on, kissing, sharing utensils, etc.). Therefore, the chances of a team member becoming infected remains low. To further minimize the risk, and in line with our policy of protecting the health and wellbeing of our team members, we have taken the following steps:

17

1. Isolated the area and equipment used by the team member concerned for disinfection. 2. Implemented enhanced sanitization of commonly used area within the facility. 3. Identified the team members who are most likely to have interacted closely with the team

member concerned and discussed appropriate next steps with each of them. This may involve self-isolation for 14 days.

4. Implemented further separation of our team members 5. We have contacted the local public health authority and will adhere to any advice provided We will continue to follow up and keep you informed of the situation.

B. Inform your team members that Metro has a dedicated COVID-19 Response Team that is working

daily to provide them reliable and up-to-date information C. Inform your team members about our COVID-19 website that they can access (www.mscg19.com)

2. REASSURE Leaders need to recognize and address team member’s concerns, anxieties and fears and provide reassurance. To be most effective, leaders need to be authentic, transparent, and empathetic in their messaging. Communication should be treated as an open, mutual dialogue where your team members will appreciate the opportunity to be listened to. Leaders should demonstrate an understanding of what is happening and what it means to employees, anticipating their reactions and questions. During the announcement huddle (this will be the last huddle as we move to stage 3 – no employee gathering).

A. Let your team members know that their health and wellbeing is Company’s priority B. Make Q&A part of your huddle. If you don’t have the answer, let them know that you will find out

and provide an update. C. Encourage team members to voice any questions or concerns they may have D. Announce an open-door policy (while maintaining physical distancing); let your team members

know that we are in this together, encourage and solicit feedback and suggestions

3. BE VISIBLE LEADERS Review and familiarize yourself with the management toolkit to ensure consistent messaging across the organization.Consistent and frequent messaging that informs and reassures will help manage misconceptions and fears. Ensure that you and your management team are visible on the floor while maintaining physical distancing.

Reinforce the following:

A. The Metro COVID-19 Response Team is working daily and meeting with the management team regularly to share latest and accurate information – and support you and your management team with any questions or concerns you may have

B. Policy and guidelines have been provided to the management team to ensure they are prepared and know how to respond in specific scenarios

C. Help stop the spread of COVID-19 by following the proactive measures below: ✓ Employees experiencing COVID-19 symptoms are asked to stay away from the workplace and

inform their immediate manager ✓ All team members should wash their hands regularly with soap and water for at least 40 to 60

seconds ✓ Maintain physical distancing at least 2 meters ✓ Avoid handshakes and all physical contact ✓ Avoid touching your eyes, nose, and mouth ✓ Practice respiratory hygiene – cough or sneeze into your elbow; use a disposable tissue and

discard into a closed bin and wash your hands immediately


18

✓

COVID-19 Confirmed Case Incident Checklist

An Excel version of the checklist can be downloaded from the management toolkit area of the

website: www.mscg19.com


20

COVID-19 Confirmed / Close Contact Questionnaire

Date of Completion:

Employee Name:

Location: Department: Job Title:

Manager Name:

Employee Home Address: Email:

Home Phone Number: Cell Phone Number:

Last Date & Times Worked:

1) Have you been tested and received a positive confirmation of COVID-19? Yes No

a) If Yes, when:

2) Have you experienced any symptoms of COVID-19? Yes No

a) If Yes, please explain:

3) When did your symptoms start?

4) Have you been advised to self-quarantine? Yes No

a) If Yes, for what timeframe:

5) How do you believe that you contracted COVID-19? e.g. from a team mate, family member, friend

or other out of work contact, have you attended any group gatherings or been in a situation where it

was hard to maintain physical distancing?*:

*Please note this information may be shared with Public Health if required, but it will otherwise remain

confidential.

6) Who did you have close contact with at work? i.e. Within a 6-foot (2m) radius for more than 15

minutes

(e.g. Teammates, meeting or huddle, supervisor, lunch, smoking breaks)

Name Interaction

Type

Notes: (Dates/Timeframes, how close, how long, etc.)

7) Do you car-pool? If so, with whom? Name Notes: (Dates/Timeframes)

21

8) Identify any and all equipment that you might have used:

(e.g. Computer stations, forklift, walkie, RF equipment, etc.)

Type Machine Notes: (Dates/Timeframes, etc)

9) What building entry points have you used?

10) Where were you working and what specific tasks?

11) Which washrooms/bathrooms have you used?

12) Did you attend any after-hours social with other colleagues? If yes, please complete the below:

With Whom: When/Notes:

13) Have you been wearing the required PPE, Washing Hands and Practicing Social Distancing? (Please

explain):

14) Have you been hand sanitizing and social distancing before/after using the timeclocks and

equipment? (Please explain):

Completed by:

22

Stage 3 Response: Cleaning Guidelines

Cleaning and disinfection after someone confirmed to have COVID-19 has been in the

facility

Prior to stage 3 escalation, the site General Manager should speak to whoever is responsible for

the cleaning at the site to ensure that they have the ability and resources to complete the

procedures outlined below.

Background:

Based on what is currently known about COVID-19 the most common form of transmission is

between people who are in close contact with one another (within 2 meters or 6 feet) and through

respiratory droplets produced when an infected person coughs or sneezes.

There is some evidence to suggest that novel coronavirus may remain viable for anywhere from

hours to days on surfaces made from a variety of materials and it could be spread by someone

touching a surface with the virus on and then touching their own nose, mouth or eyes.

Cleaning using disinfectant products is a best practice measure for preventing the spread of

COVID-19 and evidence suggests that the virus is easy to kill with robust cleaning methods.

Purpose:

This guidance provides recommendations on the cleaning of rooms or areas that someone with a

confirmed case of COVID-19 has visited. It is aimed at limiting the risk to our team members

We have developed an ongoing cleaning protocol that should be implemented at the site

following a stage 3 escalation.

Timing and location of cleaning:

• Areas used by the affected person should be closed immediately and cleaning with

disinfectant product should commence as soon as possible. The affected area should remain

closed until cleaning is complete.

• Cleaning staff should clean all areas used by the affected person (e.g., offices, bathrooms,

and common areas) with a disinfectant cleaning product. There should be a particular focus

on frequently touched surfaces, including but not limited to:

o MHE, RF guns and office equipment

o Tables and desks

o chairs

o door handles

o light switches

o toilets

o sinks

o cafeteria equipment including microwaves, vending machines etc.

How to clean:

Surfaces

Use a disinfectant cleaning product. Check that the product is effective against COVID-19 by

entering the DIN (Canada) or EPA Registration Number (US) on the appropriate website:

23

Canada: https://www.canada.ca/en/health-canada/services/drugs-health-

products/disinfectants/covid-19/list.html#tbl1

US: https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

Follow manufacturer’s instructions for application and proper ventilation. Check to ensure the

product is not past its expiration date.

Vehicles

• The vehicle interior will need to be thoroughly cleaned with disinfectant product. All

surfaces in the cab should be cleaned, fabric cleaner used for the seats and disinfectant

sprayed into the air vents. Door handles and arm rests require special attention

• The cargo area should be cleaned with soap and water.

• Vehicles will also require an exterior wash with hot water and cleaning compound

MHE

• The equipment the individual was known to have used should be isolated from the fleet

and marked as do not use. Anyone moving the equipment should wear protective gloves

and gown, dispose of them appropriately and then immediately wash their hands

• The are of the equipment where the operator usually sits or stands, along with any

common touch areas should then be cleaned thoroughly with a disinfectant product.

Personal Protective Equipment (PPE) and Hand Hygiene:

• Cleaning staff should wear disposable gloves and gowns for all tasks in the cleaning

process, including handling trash. There is no requirement to wear masks, unless

specified by the manufacturer of the cleaning product.

• Gloves and gowns should be compatible with the disinfectant products being used.

• Additional PPE might be required based on the cleaning/disinfectant products being used

and whether there is a risk of splash.

• Cleaning staff should immediately report breaches in PPE (e.g., tear in gloves) or any

potential exposures to their supervisor.

• Gloves and gowns should be removed carefully to avoid contamination of the wearer and

the surrounding area.

• Cleaning staff should clean hands throughout the process and immediately after removing

gloves by washing hands with soap and water for 20 seconds.

• The cleaning team should continue to follow normal preventive actions, including regular

handwashing and avoiding touching eyes, nose, or mouth with unwashed hands.

Ongoing Cleaning Protocol

Following a stage 3 escalation and completion of the initial cleaning process detailed above ongoing

cleaning measures should be implemented to reduce the risk within the site.

The protocol is detailed on the following pages and it should be completed and logged daily.

• All areas and surfaces identified in the protocol task list are to be cleaned. You should allocate

a task owner for each area. This list is not exhaustive, we have left space for you to add

additional areas or equipment specific to your operation.

• Compliance with frequency indicated is required during site operating hours. The indicated

frequency is a minimum requirement. If there are high-traffic areas of your site that should be

cleaned more regularly, please implement this.

https://www.canada.ca/en/health-canada/services/drugs-health-products/disinfectants/covid-19/list.html#tbl1

https://www.canada.ca/en/health-canada/services/drugs-health-products/disinfectants/covid-19/list.html#tbl1

https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

24

• Daily verification of task completion is required and copies of the completed logs should be

reviewed by the General or Department Manager and retained at the site.

25

COVID-19 Daily Sanitation Protocol Site ………………………………………………………………

Key Touch Points Date: …………………………………………………………….

Task and Frequency Frequency – every 4 hours

Task Owner Time Completed

Time Completed

Time Completed

Time Completed

Time Completed

Time Completed

Door Handles

Computers

Keyboards

Telephones

Printers and Copiers

Light Switches

Sign In Tools (pens, tablets etc.)

Soap Dispensers

Hand Drying Units

Paper Towel Dispensers

Refrigerator Handles

Microwave Handles

Vending Machines

Coffee Makers

Time Clock

Areas

Task and Frequency Frequency – after every break cycle


Time Completed

Time Completed

Time Completed

Time Completed

Time Completed

Cafeteria Chairs

Cafeteria Tables

Task and Frequency Frequency – once per shift (beginning or end)


Time Completed

Time Completed

Time Completed

Time Completed

Time Completed

Locker handles / front of lockers

Locker area

Sign In area / Reception

Driver Area

Security Desk

26

Warehouse Equipment



Time Completed

Time Completed

Time Completed

Time Completed

Time Completed

RF Batteries

RF Battery Charging Units

Headsets

RF Guns

MHE Operator Areas

Telephones

MHE Battery Changers / Tuggers

MHE Battery Charging Plugs

Vehicles



Time Completed

Time Completed

Time Completed

Time Completed

Time Completed

Keys or FOBs

Starter buttons on vehicles with FOBs

Inside and outside door handles

Inside grab handles, pads and armrests

Steering wheel

Shift level and console

Dashboard

Power window and door lock switches

Radio and climate control buttons

Turn signal and wiper stalks

Seat and seat adjuster

Touch screen

27

Stage 3 Response: No Employee Gatherings

Background:

We have now experienced a confirmed case of COVID-19 at our facility. As a result, we have

implemented a policy to stop all unnecessary employee group gatherings in order to protect the health

and wellbeing of our team members.

Public health authorities have indicated that generally only people who have had close contact with

someone confirmed with COVID-19 are at risk of contracting COVID-19. Close contact has been

defined as:

• Living in the same household as a sick person with COVID-19

• Caring for a sick person with COVID-19

• Being within 6 feet of a sick person with COVID-19 and in direct contact with

secretions (e.g., being coughed on, kissing, sharing utensils, etc.).

Therefore, the chances of a team member becoming infected remains low. Maintaining social

distancing of at least 6 feet or 2 meters between yourself and others is the best way to protect yourself

and prevent the spread of COVID-19.

Purpose:

This guidance provides recommendations on our stage 3 response: no employee gatherings. It is

aimed at protecting the health and wellbeing of all our team members.

Guidance:

1. No huddles (beginning or end of shift meetings)

2. No events where people are asked to gather in the same place for celebration or meetings

3. Keep a safe distance of 6 feet or 2 meters between yourself and other team members at all

times:

a. While working in the facility and/ or office space

b. In the lunchroom

c. When interacting with drivers, contractors and other essential services entering the

workplace

4. Metro to Home delivery drivers are following a set of situation-specific guidelines

5. Use video or phone conferencing for all business meetings.

6. All team members should wash their hands regularly with soap and water for at least 40-

60 seconds.

7. No handshakes and other physical contact

8. Avoid touching your eyes, nose, and mouth

9. Practice respiratory hygiene – cover your nose and mouth when coughing or sneezing, use

a tissue and discard or cough into your elbow and wash your hands

By limiting our exposure to known and probable risks associated with the spread of COVID-19, we

hope to contribute to the containment of this disease.

28

Stage 3 Response Shift Separation Protocol

Background:

We have now experienced a confirmed case of COVID-19 at our facility. As a result, we have

implemented a policy to ensure a separation between each shift operating in the facility in order to

protect the health and wellbeing of our team members.

Public health authorities have indicated that generally only people who have had close contact with

someone confirmed with COVID-19 are at risk of contracting COVID-19. Close contact has been

defined as:

• Living in the same household as a sick person with COVID-19

• Caring for a sick person with COVID-19

• Being within 6 feet of a sick person with COVID-19 and in direct contact with

secretions (e.g., being coughed on, kissing, sharing utensils, etc.).

Therefore, the chances of a team member becoming infected remains low, by separating each shift

we now further reduce the risk for team members.

Maintaining physical distancing of at least 6 feet or 2 meters between yourself and others is the best

way to protect yourself and prevent the spread of COVID-19.

Purpose:

This guidance provides recommendations on our stage 3 response: shift separation. It is aimed at

protecting the health and wellbeing of all our team members.

Guidance:

1. Shift working times should be altered to make sure there is no ‘cross-over’ between shifts. We

recommend a minimum of 30 minutes differential between the end of one shift and the start of

another. Please discuss with the COVID-19 Response Team a strategy for your site

2. For a two-shift operation, this will mean that hours of work will have to change (we recommend

that you only change one of the shifts start and finish times rather than both shifts to minimize

disturbance to team members – this will vary from site to site)

3. For a three-shift operation, this will lead to the shortening of all three shifts. If this applies to

your operation please discuss with COVID-19 Response Team the appropriate strategy to

cover this.

We recommend the following:

a. that you only change the end point of each shift to keep the starting time consistent for

team members, this should be less disruptive.

b. you must make sure that all off going team members have left the facility by a specific time

- prior to allowing the next shift to enter

c. you communicate to the oncoming shifts not to enter the building before a specific time

29

When on shift:

4. Keep a safe distance of 6 feet or 2 meters between yourself and other team members at all

times, including:

a) While working in the facility and/ or office space

b) In the lunchroom

c) When interacting with drivers, contractors and other essential services entering the

workplace

5. All team members should wash their hands regularly with soap and water for at least 40- 60

seconds.

6. No handshakes or other physical contact

7. Avoid touching your eyes, nose, and mouth

8. Practice respiratory hygiene – cover your nose and mouth when coughing or sneezing, use a

tissue and discard or cough into your elbow and wash your hands

By limiting our exposure to known and probable risks associated with the spread of COVID-19, we

hope to contribute to the containment of this disease.

30

Section 2: Policies & Guidance

31

COVID-19 FACE COVERING POLICY FOR WAREHOUSE AND TRANSPORT

OPERATIONS STAFF

Throughout this pandemic, our priority is to maintain a safe work environment, protecting the health

and well-being of all team members.

Since the outbreak of COVID-19 we have taken steps to try to ensure physical distancing can be

maintained in our facilities. Our actions have included reducing capacity in lunchrooms, changing start

of shift meetings and redesigning workspaces where appropriate e.g. co-pack. However, sometimes it

is difficult to maintain physical distancing.

As a consequence, to continue our efforts to help minimize the risk of the virus and protect your

wellbeing, we are evolving our approach to face coverings from optional to mandatory in certain

circumstances. Starting from June 15, 2020 warehouse and transportation team members will be

required to adhere to this face covering policy while on company premises or conducting deliveries.

This will apply to all Distribution Centres (DCs) / delivery locations and will encompass team member

and all visitors (vendors, clients, cleaners, visiting drivers etc.) entering our facilities.

It is important to remember that face coverings are simply an additional health precaution. They do

not guarantee against the spread of this virus, and they do not replace the most important steps you

can take to keep yourself and others safe:

Stay at home and inform your manager if you are experiencing symptoms of COVID-19

Regularly wash or sanitize your hands

Avoid touching your face

Practice 2 metres or six feet of physical distancing

Practice good respiratory hygiene, cough or sneeze into the bend of your elbow or a

disposable tissue, dispose of the tissue and wash your hands immediately

Our policy is in line with a number of government recommendations to use face coverings in public

settings where physical distancing is difficult to maintain.

WHY WEAR A FACE COVERING?

Wearing a face covering limits the spread of infectious droplets in the air and protects people around

you in case you’re infected but don’t have symptoms – particularly where it is difficult to maintain

physical distancing.

WHEN TO WEAR A FACE COVERING

Upon arriving at and departing from company premises (including parking lots and entrance

walkways)

Entering and leaving the building

When moving through the facility to get to and from your delivery vehicle or workspace

When leaving your delivery vehicle or workspace to attend meetings, use common areas, such

as lunchrooms, washrooms, print stations etc. and administration offices

When interacting with your co-workers, where physical distancing is difficult to maintain

For warehouse and co-pack team members, when carrying out your normal duties

For delivery drivers, when interacting with customers and when operating a vehicle with two or

more people

https://corporate.walmart.com/newsroom/2020/03/31/additional-steps-were-taking-for-the-health-and-safety-of-our-associates

32

You do not need to wear a face covering when you are alone in your delivery vehicle or in a

meeting room or common area that has been designed for physical distancing and is being

respected by everyone in the area.

These are the minimum requirements, if an individual chooses to wear a face covering at other times

while in the workplace this is acceptable.

WHAT TYPE OF FACE COVERING SHOULD BE WORN?

The company will provide face coverings that meet our policy guidelines. These could include

disposable face masks, reusable cloth face coverings or face shields depending on the individual’s

role and requirements. You can provide your own face covering as long as it is approved by your

manager in line with guidance from the COVID-19 response team.

THINGS TO REMEMBER WHEN USING A FACE COVERING

Wash or sanitize your hands before putting on your face covering

Ensure it covers your nose and mouth at all times

When removing the face covering avoid touching your face or the front of the face covering

If you are using a disposable mask fold outside corners together and dispose of the mask

appropriately once away from company premises

Clean reusable face coverings as appropriate to the type of covering

Wash or sanitize your hands after removal of your face covering

BEING CONSIDERATE TO YOUR FELLOW TEAM MEMBERS

We recognize that individuals view face coverings and other precautions around COVID-19 in different

ways. However, out of respect for your fellow team members health and wellbeing we require

adherence to this policy. Anyone who is concerned about an individual’s adherence to this policy is

within their rights to highlight to the individual the importance of following the policy as well as bringing

it to the attention of either their manager or through [email protected].

The company will view non-compliance as a serious issue and use our corrective action / disciplinary

policy appropriately.

We are committed to complying with our obligations under the Human Rights Code. If anybody has

any concerns about this policy and how it impacts your individual health circumstances, please speak

to your manager or HR.

We will continue to monitor governmental guidelines and amend our policy as deemed appropriate.

This could lead to additional measures being put in place, or a relaxation of the policy, which may

happen on a regional basis. There could be occasions where government regulations in individual

locations require additional steps to be taken, beyond those stated in this policy, these additional

regulations should be enforced at the respective sites.

Thank you for helping ensure our work environment is a safe place to work.


33

COVID-19 FACE COVERING POLICY FOR OFFICE-BASED STAFF

Throughout this pandemic, our priority is to maintain a safe work environment, protecting the health

and well-being of all team members.

In conjunction with our recently announced Return to Work policy, we are making changes in our

offices to help comply with physical distancing requirements including reducing capacity (where

required), installing extra panels between workstations and looking at access and egress points as

well as flow within buildings. However, there will be times when it will be difficult to maintain physical

distancing.

As a consequence, to continue our efforts to help minimize the risk of the virus and protect your

wellbeing, we are evolving our approach to face coverings from optional to mandatory in certain

circumstances. Starting from June 15, 2020 office team members will be required to adhere to this

face covering policy while on company premises. This includes our Corporate, Regional,

Departmental and Distribution Centre (DC) offices and will encompass team member and all visitors

(vendors, customer, cleaners, drivers / couriers etc.) entering our facilities.

It is important to remember that face coverings are simply an additional health precaution. They do

not guarantee against the spread of this virus, and they do not replace the most important steps you

can take to keep yourself and others safe:

Stay at home and inform your manager if you are experiencing symptoms of COVID-19

Regularly wash or sanitize your hands

Avoid touching your face

Practice 2 metres or six feet of physical distancing

Practice good respiratory hygiene, cough or sneeze into the bend of your elbow or a

disposable tissue, dispose of the tissue and wash your hands immediately

Our policy is in line with a number of government recommendations to use face coverings in public

settings where physical distancing is difficult to maintain.

WHY WEAR A FACE COVERING?

Wearing a face covering limits the spread of infectious droplets in the air and protects people around

you in case you’re infected but don’t have symptoms – particularly where it is difficult to maintain

physical distancing.

WHEN TO WEAR A FACE COVERING

Upon arriving at and departing from company premises (including parking lots and entrance

walkways)

Entering and leaving the building

When moving through the office to get to and from a personal workspace (desk / office)

When leaving your personal workspace to attend meetings or use common areas, such as

lunchrooms, washrooms, photocopy area, etc.

When interacting with your co-workers, where physical distancing is difficult to maintain

The only times that you do not need to wear a face covering are when you are sitting alone at

your personal workspace or in a meeting room or common area that has been designed for

physical distancing and is being respected by everyone in the area.

These are the minimum requirements, if an individual chooses to wear a face covering at other times

while in the workplace this is acceptable.


34

WHAT TYPE OF FACE COVERING SHOULD BE WORN?

The company will provide face coverings that meet our policy guidelines. These could include

disposable face masks, reusable cloth face coverings or face shields depending on the individual’s

role and requirements. You can provide your own face covering as long as it is approved by your

manager in line with guidance from the COVID-19 response team.

THINGS TO REMEMBER WHEN USING A FACE COVERING

Wash or sanitize your hands before putting on your face covering

Ensure it covers your nose and mouth at all times

When removing the face covering avoid touching your face or the front of the face covering

If you are using a disposable mask fold outside corners together and dispose of the mask

appropriately once away from company premises

Clean reusable face coverings as appropriate to the type of covering

Wash or sanitize your hands after removal of your face covering

BEING CONSIDERATE TO YOUR FELLOW TEAM MEMBERS

We recognize that individuals view face coverings and other precautions around COVID-19 in different

ways. However, out of respect for your fellow team members health and wellbeing we require

adherence to this policy. Anyone who is concerned about an individual’s adherence to this policy is

within their rights to highlight to the individual the importance of following the policy as well as bringing

it to the attention of either their manager or through [email protected].

The company will view non-compliance as a serious issue and use our corrective action / disciplinary

policy appropriately.

We are committed to complying with our obligations under the Human Rights Code. If anybody has

any concerns about this policy and how it impacts your individual health circumstances, please speak

to your manager or HR.



happen on a regional basis. There could be occasions where government regulations in individual

locations require additional steps to be taken, beyond those stated in this policy, these additional

regulations should be enforced at the respective sites.

Thank you for helping ensure our office environment is a safe place to work.


35

Guidance for Managers

If a team member would like to provide their own face covering, what is acceptable?

Examples of acceptable face coverings include:

• Surgical masks

• Reusable cotton face masks

• Bandanas are acceptable in a warehouse environment (must be 2 layers of fabric)

• A plastic face shield

In order to prevent the spread of respiratory droplets a face mask or bandana should:

• allow for easy breathing

• fit securely to the head with ties or ear loops

• maintain its shape after washing and drying

• be changed as soon as possible if damp or dirty

• be comfortable and not require frequent adjustment

• be made of at least 2 layers of tightly woven material fabric (such as cotton or linen)

• be large enough to completely and comfortably cover the nose and mouth without gaping

In order to prevent the spread of respiratory droplets a plastic face shield should:

• allow for easy breathing

• fit securely to the head

• be cleaned as soon as possible if dirty

• be comfortable and not require frequent adjustment

• extend past the wearer’s chin to cover the nose and mouth (e.g. a visor that covers the eyes

only is not acceptable)

If team members opt to wear their own face covering the design must comply with the following

guidelines:

• No words, slogans or images that are offensive

We have a good supply of disposable masks. If you or the team member are in any doubt over the

suitability of their face covering, they should opt for a mask that we have provided.

36

Mandatory Face Covering FAQs

Why are you introducing this now?

We think that is a good way to help to keep our team members safe at work as we start to approach

our busier time of year. Throughout the COVID-19 pandemic we have been monitoring government

guidance. Most provincial and state governments now recommend wearing a face-covering when you

are in a situation where it may be difficult to practice physical distancing.

Effectively, face coverings are becoming part of required PPE.

I am practicing physical distancing; do I still have to wear a face covering?

Yes. As hard as you try there will always be some situations where you cannot physically distance, so

as an extra preventative measure we are making masks mandatory for everyone. Adherence to

physical distancing we know to be one of the most important factors in reducing risk.

Can I wear my own face covering?

Yes, you can. Your manager has received some guidelines about acceptable face coverings.

Do I have to wear my face covering in the lunchroom?

You can remove your face covering to eat, once seated at your table. When using the microwave,

vending machine etc. please ensure you are wearing your face covering. Please make sure that you

are practicing physical distancing at all times while in the lunchroom.

Why has this been introduced when COVID-19 infection rates are low in my region?

We are doing this to protect our team members first and foremost. Irrespective of current regional

infection rates there is still a risk. Governmental advice has changed to encourage wearing face

coverings, especially where physical distancing is more difficult. Despite all the actions taken at sites

and responsible behaviour by team members there are always physical distancing challenges.



happen on a regional basis.

Is this policy in line with Canadian legislation?

We have taken legal advice and there is nothing in our face covering policy that infringes current

Canadian legislation.

What happens if I do not wear my face covering?

We do not understand why you would not wear your face covering as it reduces the risk to yourself

and your teammates. Effectively, face coverings are becoming part of required PPE, just like safety

shoes.

We will view non-compliance as a serious issue and use our corrective action / disciplinary policy

appropriately.

37

Talking Points with Team Members on Leave Due to COVID-19 You should refer to these guidelines at the point that you require team members on LOA to return to work. The following is a guideline when contacting team members that have elected to be away from the workplace because they were fearful or did not feel comfortable at the onset of the COVID-19 pandemic. At this time, these guidelines do not include those that have childcare issues, underlying health conditions or are living with / caring for family members with underlying health conditions. When we reach out to team members, we should ask how the employee is doing and then explain that we are in the process of having team members return to the workplace. The timing of their return should be dependent on the needs of the business. When you are ready to have the team members return, they should be given no less than 5-days notice. If a team member indicates they do not want to come back to work due to COVID-19, we first need to determine why the employee does not want to come back. This starts with “what is the issue”? They may highlight two types of concerns:

1. Fear of COVID19 in the Workplace 2. Fear of COVID19 Generally

Team Member does not want to work due to fear of COVID-19 in the workplace We need to engage in a discussion with the team member and explain all of the measures implemented in the workplace to minimize risk, for example:

o Put into place Social Distancing policies in lunchrooms, pre-shift huddles and for transport drivers visiting the site, etc.

o Providing masks, disinfecting wipes and hand sanitizers o Mandatory cleaning of equipment between shifts o Extra sanitation of common areas o Working closely with Public Health and implementing recommendations o Creating a Metro COVID 19 Response Team with Sr Executive participation o Creating a COVID19 Website for Management and Team Member education o Talk about the COVID case experience of your site

If the team member continues to refuse to return to work, we should treat this as a work refusal under the OHSA. If the work refusal is not justified, the employee will be required to return to work. If the team member continues refuse to return to work contact your Human Resources Representative. (These cases will be reviewed on an individual basis)

38

Team Member does not want to work due to a fear of COVID-19 generally If a team member does not want to attend work due to a general fear of contracting COVID-19 in public, on transit, etc., and wants to isolate at home, this will not justify an employee being entitled to a leave of absence. In this case we discuss generally, what is causing fear. Again, we should explain what we have done at the workplace to minimize risk – as noted above. Explain to the team member that Government officials are lifting restrictions. If your state/province has lifted the State of Emergency – communicate that to the team member. Provide the team member with a return to work date (providing at least 5 days notice). If this discussion is not successful, and the team member continues to refuse to return to work contact your Human Resources Representative for next steps. (These cases will be reviewed on an individual basis).

39

How to Handle Work Refusals during COVID-19 Crisis Metro has sought the advice of Canadian health professionals and taken several proactive measures to increase the safety of our sites for our team members. Despite these extra measures, some team members may express concern about their health and safety during a time of crisis. The following is designed to provide our Operations Management Team with information to use during one-on-one conversations with team members to address their concerns. Team members may also choose to submit a safety work refusal, or they may request an unpaid leave of absence. During your discussions with team members, please reinforce our confidence that we are taking the appropriate steps to ensure the safety of our workplaces for our team members.

• Start by acknowledging the team members concerns, remind them of our COVID-19 Prevention Plan and review all of the proactive action we are currently taking to ensure a safe workplace and discuss any suggestions they may have to eliminate their concerns.

• If the team member still has reason to believe that a work process or physical condition of the workplace is likely to endanger himself/herself, follow the work refusal procedure (as outlined under the OHSA for your province) in conjunction with the Joint Health and Safety Committee. Please ensure your General Manager and Human Resources are consulted prior to initiating this procedure.

• Pending the results of the workplace inspection(s) and confirmation of the workplace being free of any safety concerns, inform the team member and outline expectations for their return to work. Employment related matters will be handled in accordance with the work refusal process.

We understand that regardless of what processes we put in place to eliminate team member concerns, there may be a team member that does not feel comfortable remaining in the workplace. As such, team members can make a request for an unpaid leave of absence. Prevention Plan Public Health Officials have outlined three key components of preventing the spread of COVID-19. They are :

1. Awareness 2. Social distancing – maintaining proper 2 meter/6 feet distance 3. Proper personal hygiene – washing your hands regularly and avoid touching your face

We have taken numerous steps to support the health and safety of our team members, some of which are highlighted below.

40

Awareness

• We’ve set up a dedicated METRO COVID-19 Communication Website which is updated regularly with important information (www.mscg19.com)

• Posted signage on COVID-19 precautions at our sites and support offices.

• Daily pre-shift meetings or huddles reinforcing COVID-19 prevention measures.

• Our Employee Assistance Program known as “Employee Assistance 360” through Optima Global Health, provides free and confidential support to you and your eligible family members any day, at any time. Free service to Metro team members and their immediate families, please call:

Prevention

• Team members with COVID-19 symptoms will be required to stay home.

• We have granted approved Leave of Absences for those team members who have underlying medical conditions and prefer to stay home.

• We’ve increased the frequency of cleaning high-touch areas in our DC like lunch rooms, locker rooms, time clocks and receiving/entrances.

Social distancing

• We are practicing social distancing, for example: during pre-shift meetings/huddles, minimized the interaction of contractors and carriers in our sites.

41

COVID-19 Pay Guidelines and Scenarios (Non-Union sites only)

Scenario 1: A team member is sick with symptoms and is unable to work from home or is

confirmed to have COVID-19.

The team member will participate in the Short-Term Disability program offered by the Company as

outlined below:

• Unless the team member is hospitalized from the first day of sick leave, day 1 to day 3 of

the leave are paid at 100% by the company, depending on how many sick days the team

member has remaining from the three (3) annual company issued sick days.

• If the team member has less than three sick days remaining, the company will compensate

the team member at 55% their pre-disability rate for the difference. For example, if team

member has 2 sick days left from the annual company issued 3 days, Metro will provide

payment for the 3rd day of absence at 55% of the team members rate of pay. (please note

this additional payment is in place during the COVID-19 outbreak period only)

• From day 4 to day 5, the company will pay 55% of the team members base salary. If

hospitalized from Day 1, the team member receives 55% of their base salary.

• On day 6 the team member moves to Employment Insurance and receives typically 55% of

insurable salary. There will be a “top up” payment to 66 2/3 of pre-disability made by the

company upon Employment Insurance proof of payment received.

Please note: All payment and eligibility decisions related to Employment Insurance (EI)

benefits will be made by the Government.

Team members are required to apply online for Employment Insurance (EI) sickness benefits

at www.canada.ca/en/services/benefits/ei/ei-sickness/apply.html

Important: team members should submit their application before contacting the Employment

Insurance office. This will allow them to better serve our team members and prevent delays in

establishing the claim. Should our team members have any questions they can contact them

EI office directly at their toll-free phone number below. They will take action only for sick or

quarantined / self-isolated team members affected by the COVID-19 for whom the application

for sickness benefits has been filed.

• Telephone: 1-833-381-2725 (toll-free)

• Teletypewriter (TTY): 1-800-529-3742

http://www.canada.ca/en/services/benefits/ei/ei-sickness/apply.html

42

Scenario 2: A team member is required to self-isolate for the required period due to:

a. Order by public health authorities

b. Required to self-isolate when returning from travel

c. A household member who has a confirmed case of COVID-19

And, no viable work from home option is available.

The team-member’s manager and HR representative should discuss the options below with the

team member. In turn HR will work with payroll to implement and provide any required

documentation:

Options:

a) The team member may elect to take vacation for up to the number of days they have available

for the 2020 vacation period.

b) The team member may elect to participate in the government sponsored Employment

Insurance (EI) sickness benefit program which provides up to 15 weeks of income

replacement and is available to eligible claimants who are unable to work. The Canadian

government has altered eligibility due to the COVID-19 outbreak and those that are

quarantined or self-isolated can apply for Employment Insurance. In addition, the one week

waiting period for EI sickness benefits will be waived for new claimants so they can receive

benefits from the first day of quarantine/self-isolation and a medical certificate is not required.

Team members are required to apply on-line using www.canada.ca/en/services/benefits/ei/ei-

sickness/apply.html

A Record of Employment (ROE) will be produced by the Company and sent the team member



Important: team members should submit their application before contacting the Employment

Insurance office. This will allow them to better serve our team members and prevent delays in

establishing the claim. Should our team members have any questions they can contact them

EI office directly at their toll-free phone number below. They will take action only for sick or

quarantined / self-isolated team members affected by the COVID-19 for whom the application

for sickness benefits has been filed.

• Telephone: 1-833-381-2725 (toll-free)

• Teletypewriter (TTY): 1-800-529-3742



43

Scenario 3: A team member is unable to work (self-elected) due to:

a. The team-member has an underlying health concern

b. The team-member feels uncomfortable coming to work due to the outbreak of COVID-19

And, no viable work from home option is available.

The team-member’s manager and HR representative should discuss the options below with the

team member. In turn HR will work with payroll to implement and provide any required

documentation:

Options:



b) The team member can request an unpaid leave of absence. A Record of Employment (ROE)

can be provided upon request, however eligibility has for EI in these circumstances has not yet

been determined. The manager should make this clear to the team member.



44

Scenario 4: A team member is unable to work due school or daycare closure and work from home is

not a viable option

The team-member’s manager and HR representative should discuss the options below with the team

member. In turn HR will work with payroll to implement and provide any required documentation:

Options:



b) The team member may elect to participate in the government sponsored Employment

Insurance (EI) benefit program which provides up to 15 weeks of income replacement and is

available to eligible claimants who are unable to work. The Canadian government has altered

eligibility due to the COVID-19 outbreak to include those that are unable to work due to school

and daycare closures. Team members are required to apply on-line using

www.canada.ca/en/services/benefits/ei/ei-sickness/apply.html

A Record of Employment (ROE) will be produced by the Company and sent the team member



c) The team member can request an unpaid leave of absence.

The Canadian Government has also given details of an Emergency Care Benefit which will be

introduced. The benefit will provide up to $900 bi-weekly, for up to 15 weeks. Application for the

Benefit will be available in April 2020.


45

Return to Work Policy Statement

Returning to work in our offices will follow a gradual, site by site, region by region approach over the

next six months. This approach will allow us the time to adapt our office workspaces to minimize the

exposure risk for our team members while keeping space utilization as efficient as possible. Our policy

will be shaped in consultation with stakeholders within departments.

Key Elements of the approach:

1. Develop a communication strategy and timeline.

2. Continue to encourage working from home where appropriate and effective

• We will re-evaluate the work from home effectiveness of different roles based on the

experience of the last 8 weeks.

• We will evaluate whether any roles or departments can switch to work from home on a

long-term basis.

3. Develop detailed policies related to a gradual return in the following areas, respecting regional

government guidance and regulations:

• Head and regional offices

• Operational offices within DCs (where applicable)

4. Areas covered in these policies will include:

• Physical distancing

▪ Workstations ▪ Lunchrooms ▪ Meeting rooms

• Access and egress to sites and movement of people

• Enhanced sanitation and hygiene provisions

• PPE requirements

• Site visits and business travel

• Commonly used shared equipment

5. Consideration will be made for:

• People with healthcare concerns

• People sharing a home with people with healthcare concerns

• The current childcare situation

We will continue to monitor confirmed cases of COVID-19 at sites, as well as government

guidance and we will adjust our approach accordingly.

46

Team Member Sickness Decision Chart

Government of Canada Self-Assessment Link:

https://ca.thrive.health/covid19/en


47

Household Member Sickness Decision Chart

48

Work from Home Decision Chart

49

COVID-19 Leave of Absence Decision Chart

50

Travel Decision Chart

51

COVID-19 Agency Onboarding Guidelines

Temporary agency workers are a part of many of our operations. Due to the COVID-19 situation

we need to make some changes to our practice of onboarding agency workers to help protect

the health and safety of our Team Members.

As a result, we are implementing the following changes with immediate effect.

1. Prior to entering any Metro facility all new agency workers will be required to complete an

online health assessment.

2. To complete the assessment the agency worker should visit:

https://ca.thrive.health/covid19/en, they should select the province where they are located

and complete the province-specific assessment.

If the agency worker does not have internet access, the agency management

personnel should ask if they consent to go through the online assessment by phone

with the manager entering their responses. If the agency worker does not consent to

this please complete the previous version of the Health Assessment Form.

3. The agency worker should inform their agency management personnel of the assessment

outcome and this should be recorded on the Agency Worker Health Assessment Form.

4. If the assessment indicates that the worker should self-isolate or seek medical attention,

they should not be sent to any Metro site.

5. If the assessment outcome does not indicate a requirement to self-isolate or seek medical

attention the Agency Worker can report for work. This should be recorded on the Agency

Worker Health Assessment Form. A copy of the form should be sent to the site GM prior to

the Agency employee presenting themselves for the first day of work, a copy should also

be retained at the Agency office.

Please note: an outcome of self-monitoring or practise physical distancing indicates that

an agency worker can attend work. The outcome should be recorded on the form. If the

agency worker goes on to develop symptoms, they should complete another self-

assessment.

6. We will be ceasing the practice of calling for back fill of absent agency workers on a shift by

shift daily basis.

7. Each site will now only start new agency workers on a fixed schedule. This will be

determined by the site, with agreement with the relevant sector head, but will be no more

frequent than a weekly basis (less frequently if possible) The reason for this is to reduce

administration and ensure that we can control the flow of new Agency to sites.

8. For planned seasonal increases, we will take on agency in planned steps again no more

frequently than at weekly intervals (again, less frequently if possible).


52

COVID-19 Agency Sickness and Absence Follow-up

Due to the need for traceability and understanding of the impact of COVID-19 we need to

enhance our requirements on Agency Partners to follow-up on any sickness and or absence of

Agency staff.

As a result, with immediate effect we are implementing the following additional steps

1. For any agency worker who is either sick or absent from their scheduled shift the Agency

provider must contact them and ask them to complete an online health assessment.

2. To complete the assessment the agency worker should visit:

https://ca.thrive.health/covid19/en, they should select the province where they are located

and complete the province-specific assessment.

3.

The agency worker should inform their Agency Management Personnel of the assessment

outcome and this should be recorded on the Agency Worker Health Assessment Form.

4. If the outcome of the self-assessment indicates that the agency worker should self isolate

or seek medical attention, they should follow this advice, and:

a. the agency worker will not be allowed back on site for a minimum of 14 days or until

they can prove they are no longer exhibiting symptoms

b. the completed Agency Worker Health Assessment Form must be forwarded to the

relevant Site GM with a copy retained by the agency

5. Where the agency worker either refuses to answer the form or they cannot be contacted

they will not be allowed to be re-enter any Metro facility


53

Stabilization Phase Cleaning Protocol

Throughout this pandemic, your health and well-being has been our top priority.   

To continue our efforts to help curb the spread of the virus and protect your wellbeing, we have put

together this Sanitation & Hygiene Policy in line with provincial and state government

recommendations. Starting from June 10, 2020 office team members and visitors (vendors, clients,

cleaners, etc.) will be required to adhere to this policy. This includes our Corporate, Regional,

Departmental and Distribution Centre (DC) facilities.  

Do not sign any new contracts with your cleaning providers without consulting with the procurement team

at [email protected]. The team is currently working on a Request for Quotation (RFQ) for

cleaning and sanitation.

While this document aims to provide clarity for site sanitation and hygiene during the stabilization phase,

decisions related to application of this guidance in specific circumstances rest with the site/facility

leadership.

There are a number of important steps that we can all take to keep ourselves and those around us safe:

• Stay at home and inform your manager if you are experiencing symptoms of COVID-19

• Regularly wash or sanitize your hands

• Avoid touching your face

• Practice good respiratory hygiene – cough or sneeze into the bend of your elbow or a disposable

tissue, dispose of the tissue and wash your hands immediately

• Practice physical distancing in line with our Physical Distancing Policy

• Wear a face covering as set out in our Face Covering Policy

In the stabilization phase we will implement ongoing cleaning protocols to support a healthy workplace and

reduce the risk of spread of COVID-19.

You may already be familiar with the cleaning protocol detailed on the following pages, as it was

previously part of our stage 3 cleaning response. We will continue to use this in the stabilization phase;

however, the frequency of tasks has been altered and may be altered further depending on the status of

the site.

• All areas and surfaces identified in the protocol task list are to be cleaned. You will notice that a

*Process Owner has been added to the protocol. This will ensure ownership and accountability on

the Daily Sanitation Protocol process.

• This list is not exhaustive, we have left space for you to add additional areas or equipment specific

to your operation.

• Compliance with frequency indicated is required during site operating hours. The indicated

frequency is a minimum requirement. If there are high-traffic areas of your site that should be

cleaned more regularly, please implement this.

• Daily verification of task completion is required, and copies of the completed logs should be

reviewed by the General or Department Manager and retained at the site.


54

COVID-19 Daily Sanitation Protocol Site ………………………………………………………………

Date: …………………………………………………………….

*PROCESS OWNER has the expert knowledge and is the day-to-day manager of the Daily Sanitation Protocol. This should be a member of the

management team. The Process Owner will be accountable in communicating, training, and assigning the task(s) effectively; as well, monitoring and

verifying completion of each task; and management of the completed logs.

TASK OWNER is the person responsible for performing and completing the cleaning tasks listed on this Daily Sanitation Protocol. This could be the team

member or contract cleaner.

Key Touch Points

Task and Frequency Frequency – every 4 hours

Process Owner

Task Owner

Time Verified

Time Verified

Time Verified

Time Verified

Time Verified

Door Handles

Printers and Copiers

Light Switches

Sign-in Tools (pens, tablets etc.)

Soap Dispensers

Hand Drying Units

Paper Towel Dispensers

Refrigerator Handles

Microwave Handles

Vending Machines

Coffee Makers

Time Clock

Single User Key Touch Points

Task and Frequency Frequency – once per shift (beginning or end), or when the equipment changes user

Process Owner Task Owner Time Verified

Time Verified

Time Verified

Time Verified

Time Verified

Computers

Keyboards

Telephones

55

Areas

Task and Frequency Frequency – to be determined by the site, dependent on your break schedule

Process Owner

Task Owner

Time Verified

Time Verified

Time Verified

Time Verified

Time Verified

Cafeteria Chairs

Cafeteria Tables


Process Owner

Task Owner

Time Verified

Time Verified

Time Verified

Time Verified

Time Verified

Locker handles / front of lockers

Locker area

Sign In area / Reception

Driver Area

Security Desk

Warehouse Equipment


Process Owner

Task Owner

Time Verified

Time Verified

Time Verified

Time Verified

Time Verified

RF Batteries

RF Battery Charging Units

Headsets

RF Guns

MHE Operator Areas

Telephones

MHE Battery Changers / Tuggers

MHE Battery Charging Plugs

56

Vehicles


Process Owner Task Owner Time Verified

Time Verified

Time Verified

Time Verified

Time Verified

Keys or FOBs

Starter buttons on vehicles with FOBs

Inside and outside door handles

Inside grab handles, pads and armrests

Steering wheel

Shift level and console

Dashboard

Power window and door lock switches

Radio and climate control buttons

Turn signal and wiper stalks

Seat and seat adjuster

Touch screen

Gas Cap

57

SITE VISIT POLICY (INTERNAL AND EXTERNAL VISITORS)

Throughout this pandemic, our priority is to maintain a safe work environment, protecting the health and well-being of all team members.

In line with guidance from governments we developed policies and restricted site visits when we escalated the organization to our Stage 2 COVID-19 Response. This also applied to sites that were further escalated to Stage 3. However, given that some governments have begun lifting COVID-19 restrictions, the COVID-19 Response Team has developed a careful, stage-by-stage approach to easing our site visit restrictions.

In overall terms as an organization we wish to remain vigilant and cautious in relation to site visits. As a result, they should be kept to a minimum and only undertaken if telephone / video meetings are not suitable. As the COVID-19 situation further develops, we will continue to review our site visit policy. Ensuring the health and well-being of our team members will continue to be a top priority as our Organization transitions to the “new normal.”

Site visits must be planned in advance irrespective of the visitor’s position within Metro Supply Chain Group or our customers’ management teams. Site visits can no longer take place on an ad hoc basis until this policy is revised accordingly.

This Site Visit Policy will be effective on 2nd June 2020 and will apply to our Corporate, Regional, Departmental and Distribution Centre (DC) facilities.

Visitors will not be allowed on site if any of the following criteria have applied in the 14-days prior to the visit

You have tested positive for COVID-19

You are still awaiting results of a COVID-19 test

You have symptoms consistent with COVID-19

You have been in close contact with a COVID-19 positive case

You have travelled internationally

You are on self-isolation for COVID-19 for any other reason

You are living with someone who is on self-isolation for Covid-19 for any reason

You are living with someone who is on COVID-19 self-isolation for any reason STAGED-APPROACH FOR SITE VISITORS We will relax the restrictions around site visits in three stages. Through all stages, our Team Members health and well-being will be the number one priority, while balancing the needs of the business. This staged-approach will allow the site managers and COVID-19 Response Team to effectively assess and control any issues before to moving to the next stage. Stage 1 – Effective 2nd June 2020 Senior Operational Management Team (company executives, sector heads and directors of operations). This will allow managers with responsibilities for multiple sites to visit with specific purposes. By exception, Sector Heads,

58

in agreement with the COVID-19 Response Team, can approve customer visits, where absolutely necessary (limited to 2 customer representatives). Stage 2 – Specialist Internal Function Teams such as PMO & CI, IT, COMMERCIAL & BI, HR, FINANCE, BUSINESS DEVELOPMENT & CUSTOMER SOLUTIONS. At this stage customer visits will also be allowed; limitations may still apply. (The effective date will be influenced by governmental guidelines.) Stage 3 – Restrictions will be relaxed further to allow in-person meetings to take place, however, compliance to Physical Distancing should be maintained. At this stage vendors and all other visitors will also be allowed. (Effective date TBA. At this stage the requirements for pre-screening and completion of additional paperwork will also be reviewed) INSTRUCTIONS FOR ALL MANAGERS RESPONSIBLE FOR VISITORS TO SITES

1) Email your respective visitor appendix A prior to their visit to site 2) Request electronic confirmation that your visitor agrees to abide by the visitor rules 3) Maintain an electronic file of visitor responses 4) Ensure no visitor is allowed on site without completing the above

INSTRUCTIONS FOR ALL VISITORS TO METRO SITES (excluding cleaning contractors, drivers and couriers)

1) Complete your respective government online health assessment form for the site you

are visiting prior to your visit (e.g. provincial or state) 2) Pre-arrange your visits and timing of the visits with the site manager or meeting host 3) Notify the manager of the result of your health assessment 4) Complete any further health screening prior to entering the facility e.g. temperature

check (where required) 5) Wear a face covering at all times when on company premises (including parking lots) 6) Maintain 2 meters of physical distancing at all times 7) Perform hand hygiene (hand washing and/or use of hand sanitizer) when entering and

leaving the site 8) Non-Metro visitors must always be escorted by a member of the site management

team or the host of their visit

INSTRUCTIONS FOR CLEANERS, VISITING DRIVERS AND COURIERS

1) Wear a face covering at all times when on company premises 2) Always maintain 2 meters of physical distancing 3) Perform hand hygiene (hand washing and/or use of hand sanitizer) when entering and

leaving the site

Sites should communicate these instructions appropriately and signage will be supplied for entrance doors.

59

THINGS TO REMEMBER POST SITE VISIT

✓ If you have symptoms consistent with COVID-19 within 14-days of your visit, immediately notify the person that you were visiting

✓ SITE MANAGER and/or HR is required to notify COVID-19 Response Team immediately of the above incident at [email protected].

BEING CONSIDERATE TO METRO TEAM MEMBERS Out of respect for our team members’ health and wellbeing we require adherence to this policy. Anyone who is concerned about an individual’s adherence to this policy is encouraged to highlight to the individual the importance of following the policy as well as bringing it to the attention of either their manager or through [email protected]. The company will view non-compliance as a serious issue and use our disciplinary policy appropriately. Together, we can slow the spread of COVID-19 by making a conscious effort of practicing the most important steps below to keep yourself and others safe:

• Stay at home and inform your manager if you are experiencing symptoms of COVID-19

• Wear face covering while on company premises (refer to our face covering policy)

• Regularly wash or sanitize your hands

• Avoid touching your face

• Practice 2 metres or six feet of physical distancing

• Practice good respiratory hygiene: cough or sneeze into the bend in your elbow or a disposable tissue, dispose of the tissue and wash your hands immediately

We will continue to monitor governmental guidelines and amend our policy as deemed appropriate. There could be occasions where government regulations in individual locations require additional steps to be taken, beyond those stated in this policy, these additional regulations should be enforced at the respective sites. Thank you for helping ensure our sites are safe places to work.




60

APPENDIX A – SITE VISIT POLICY SCREENING (TO BE COMPLETED NO MORE THAN

12 HOURS PRIOR TO THE SITE VISIT)

In response to the COVID-19 situation all visitors are required to agree and abide by this

Visitor Policy & Guideline.

1) Visitors will not be allowed on site if any of the following criteria have applied in the 14-days prior to the visit








2) All visitors are required to complete their respective government online health assessment form for the site they are visiting prior to their site visit (e.g. provincial or state)

3) All visitors must complete the following: Your Name (First, Last):

Click or tap here to enter text. Your Company Name:

Click or tap here to enter text.

Date of your visit:

Click or tap to enter a date. Time of your visit:


Your Contact number:

Click or tap here to enter text. Your Email address:


Who are you visiting?

Click or tap here to enter text. Reason for your visit?


Have you completed the government online health assessment form for the site you are visiting?

Yes No

☐ ☐

Did the health assessment ask you to seek medical advice or self-isolate?

Yes No

☐ ☐

Do any of the criteria listed in section 1 apply to you? Yes No

☐ ☐

4) All visitors are required to send an electronic copy of this completed form to the Metro

employee you are visiting. NOTE: You will not be allowed entry to the site without completing and submitting this form.

61

5) Upon arrival at the site you may be asked to complete further health screening prior to entering the facility e.g. temperature check (where required)

6) All visitors are always required to wear a face covering when on company premises

(including parking lot)

7) All visitors are required to always maintain 2 meters of physical distancing

8) All visitors are required to perform hand hygiene (hand washing and/or use of hand sanitizer) when entering and leaving the site

9) All visitors will be escorted by a member of the site management team or the individual they are visiting while on company premises

Following your visit: If you develop symptoms consistent with COVID-19 within 14-days of your visit, immediately notify the person that you were visiting.

62

Equipment and Procurement Guidelines

Purpose:

The purpose of this document is to set out our procurement approach during the COVID-19 outbreak.

It will help you to understand what items we are procuring centrally and what you should be looking to

procure locally for your site.

It is important that we adopt a consistent approach across the company and that our team members

understand that actions and decisions are being taken in line with our COVID-19 Policy Response

Plan. If your customer is requesting a different approach or you are considering buying additional

COVID-19 related supplies, please contact the COVID-19 Response Team via email

[email protected] to discuss.

Prior to stage 3 escalation, the site General Manager should work with their cleaning contractor or the

team members responsible for cleaning at the site to ensure that they have the ability and resources

to complete the procedures outlined in our Stage 3 Response Cleaning Guidelines.

Items we have, or are working to procure centrally:

Some of these items have already been sent to sites, others will be sent as we receive them.

• Hand sanitizer

• Disinfectant wipes

• PPE including:

o Medical gloves – to be issued to office staff in external facing roles, Metro transportation

drivers and cleaners, where appropriate

o Cleaning smocks – to be retained for cleaning following a confirmed case of COVID-19 on

site

o Surgical masks (we are not planning to procure N95 masks or full face shields that are

required by healthcare workers)

• Thermometers *

* At date of publication we do not plan to implement temperature monitoring. We will continue to

monitor the latest advice and guidance around this, and we will let you know if our approach changes.

Items you should continue to procure locally or work with your cleaning contractor to source:

• Disinfectant cleaning product

• Toilet roll and other paper products

If you are also able to purchase supplies of hand sanitizer, disinfectant wipes and gloves locally,

please do. If you are able to procure large quantities of these products, please email

[email protected] so we can factor this in to the distribution of our centrally sourced product.

Please also let us know if we can remove you from the central distribution list for any of these

commodities.



63

Management Team FAQ

1. What should I do with a team member who calls in sick or displays symptoms of COVID-19

at work?

Follow the team member sickness decision chart including completing the Team Member Health

Assessment.

2. What should I do with a team member returning from international travel?

Follow the travel decision chart including completing the Team Member Health Assessment.

Further information about pay during periods of sickness or self-isolation can be found on page 13

of this document.

3. What should I do with a team member who advises that a member of their household is

sick?

Follow the household member sickness decision chart.

4. What should I do with a team member who lives with someone who is in self-isolation after

returning from international travel?

If the household member is in isolation because of travel the team member should still come to

work. If the household member has a confirmed case of COVID-19 or they are sick, please refer

to question 3 above.

5. Does a team member who crossed the US border by car still need to self-isolate?

Yes, the rules around self-isolation apply regardless of the method of transportation (plane, car,

train) or the duration of the time spent in another country (for example, they would apply even to a

cross-border shopper).

6. Can team members in self-isolation use vacation time to cover the days they are not able

to attend work?

Yes. The Government is developing an EI approach for people who can’t work due to self-

isolation, but if a team member would like to use vacation days to cover some or all of the

isolation period they can.

7. Can I let my team members work from home?

Please refer to the work from home decision chart.

8. What are underlying health conditions?

People suffering from the following health conditions are considered to be at particular risk from

COVID-19:

• Heart Disease

• Lung Disease

• Diabetes

64

Team members suffering from these conditions can make a request to work from home, where

appropriate. If working from home is not a viable option, they can request vacation time, use their

personal day or Employee Appreciation Day. They can also ask to take unpaid leave from work.

9. What can I do to support my team members during the school closures?

If working from home is a viable option, you can discuss this with them. Please follow the work

from home decision chart.

If working from home is not a viable option, please refer to the Pay Guidelines Scenario 4 or page

15 of this document.

In no circumstances should any team member bring their children to work.

10. Do we require a Doctor’s note to confirm that a team member can return to work?

No. At this time we do not believe that Doctors are issuing these notes. It is our understanding

that once an individual is no longer displaying symptoms they can return to work. Likewise, an

individual who has been in isolation for 14 days following travel or exposure to an infected person

but who has not developed symptoms during the 14-day isolation can return to work.

11. What if I have a team member who can’t work from home but who does not feel

comfortable coming to work during the COVID-19 outbreak?

The team member can request vacation or use their personal day or Employee Appreciation Day.

They can also ask to take unpaid leave from work. We will try to accommodate these requests

wherever we can, however we will give priority to people in COVID-19 at-risk groups and people

with childcare responsibilities. Please refer to the Pay Guidelines Scenario 3 on page 14 of this

document.

12. My team are concerned about interacting with drivers, particularly those who have crossed

the border. What can I do to support them?

It is our understanding that travel between the US and Canada for commerce purposes will

continue. Therefore, we are expecting that drivers will continue to cross the border and there will

be no requirement for them to quarantine. We understand that this may be concerning for team

members.

To help to protect themselves, we would suggest that your team continue to follow good practice

guidance, including:

• washing their hands regularly with soap and water

• avoiding touching their eyes, nose and mouth

• coughing or sneezing into a tissue or the crook of their elbow, disposing of the tissue and

washing their hands

• practicing social distancing by keeping 1-2 meters away from teammates and drivers

65

13. What if my customer is asking me to implement a different approach?

At dedicated sites we will do our best to implement reasonable customer requests. At shared sites

this may be more challenging. Please escalate any specific customer requests to your Business

Unit Leader who will discuss them with the Corporate Leadership Team.

66

Section 3: Forms

67

COVID-19 Team Member Health Assessment

If the team member does not have internet access, the manager should ask if they consent to go through

the online assessment by phone with the manager entering their responses.

If the team member does not consent to this please complete the previous version of the Health

Assessment Form which can be found in the management toolkit on: www.mscg19.com/

Team Member Name: …………………………………………………………………

Manager Name: ………………………………………………………………………..

Date: …………………………………………………………………………………….

Location: ………………………………………………………………………………..

Department: …………………………………………………………………………….

Team Member Phone Number: ………………………………………………………

1. Please indicate the reason for completing the form:

□ Team Member has called in sick

□ Team Member has returned from international travel

□ Household member has symptoms of COVID-19

□ Team Member has been in close contact with someone with a confirmed case of COVID-19

□ Other. Please specify ………………………………………………………………….

2. Ask the team member to visit: https://ca.thrive.health/covid19/en. The team member should select the province they

are located in and click the link to complete the province-specific assessment.

3. What was the outcome of the assessment? Please tick one.

□ Seek medical attention. Please notify your manager of the outcome.

□ Self-isolate.

How long for? ………………………………………………………….

If the outcome is one of the above options, please forward a copy of this form to [email protected] Otherwise,

please record the outcome below and retain a copy of the form at the site.

□ Other

Please give more details:

…………………………………………………………………………………………………………

…………………………………………………………………………………………………………

Please note: an outcome of self-monitoring or practise physical distancing indicates that a team member can

continue to attend work. If the team member goes on to develop symptoms, they should complete another self-

assessment.




68

COVID-19 Agency Worker Health Assessment

If the agency worker does not have internet access, the agency management personnel should

ask if they consent to go through the online assessment by phone with the manager entering

their responses. If the agency worker does not consent to this please complete the previous

version of the Health Assessment Form.

If the outcome of the assessment indicates that the agency worker needs to self-isolate or

seek medical attention, please do not send them to a Metro site. If the health assessment is

clear, please forward a copy of this form to the site General Manager prior to the worker

presenting for their first day of work.

Please note: an outcome of self-monitoring or practise physical distancing indicates that an

agency worker can attend work. If the agency worker goes on to develop symptoms, they

should complete another self-assessment.

If the agency worker is on shift at a Metro site and presents with symptoms please send a

completed copy of the form to [email protected]

Agency Worker Name: ………………………………………………………………..

Agency Provider: ………………………………………………………………………

Date: …………………………………………………………………………………….

Location: ………………………………………………………………………………..

Department: ……………………………………………………………………………

Agency Worker Phone Number: …………………………………………………….

1. Ask the agency worker to visit: https://ca.thrive.health/covid19/en. The agency worker should

select the province they are located in and click the link to complete the province-specific

assessment.

2. What was the outcome of the assessment? Please tick one.

□ Seek medical attention. Please notify your Agency Management Personnel of the

outcome.

□ Self-isolate.

How long for? ………………………………………………………….

□ Other

Please give more details:

…………………………………………………………………………………………………………

…………………………………………………………………………………………………………



69

COVID-19 Return to Work following sickness or self-isolation

Team Member Name …………………………………………………………………………

Team Member Phone Number ……………………………………………………………...

Site ……………………………………………………………………………………………..

Manager Name ……………………………………………………………………………….

Date of team member’s last shift prior to absence ……………………………………….

Return to Work Date …………………………………………………………………………

Please email completed forms to [email protected]

Please note that team members who have been tested should not return to work until they have

received the result of their test.

Section 1

Team Member tested Positive for COVID-19

Has the team member been cleared to return to work by a Doctor or Public Health official?

Yes No

Have you been free of all symptoms for 72 hours (3 days) without the use of any medication such as Tylenol?

Team Member should not return to work unless they answer yes to both of the questions above.

Section 2

Team Member tested Negative for COVID-19

Does the team member have a Doctor’s note clearing them to return to work? Yes No

If yes, the team member can return to work, if no, please answer the questions below.

Does the team member meet any of the following criteria? Yes No

Close contact with a confirmed case of COVID-19 within the last 14-days

Returned from international travel within the last 14-days

Close contact of a sick person who returned from international travel within the last 14-days

If the team member answers yes to any of the above, they should not return to work. They need to self-isolate for 14-days and monitor for symptoms.

Has the team member experienced any symptoms? Yes No

If no, the team member can return to work. Please also complete section 4


70

Section 2 Continued

If yes: Yes No

Have 14-days passed since the first day the team member experienced symptoms?

Has the team member been free of all symptoms for 72 hours (3 days) without the use of any medication such as Tylenol?

Team member should not return to work unless they answer yes to both of the above questions. Please also complete section 4.

Section 3

Team Member has been in isolation and was not tested for COVID-19

Has the team member completed 14-days of self-isolation Yes No

If the team member was experiencing symptoms, have they now been free of all symptoms for 72 hours (3 days), without the use of any medication such as Tylenol?

Team member should not return to work unless they answer yes to both of the above questions. Please also complete section 4

Section 4

Ask the team member to visit https://ca.thrive.health/covid19/en. The team member should select the

province they are located in and click the link to complete the province-specific assessment.

What was the outcome of the assessment?

Seek medical attention (please notify your manager of the outcome)

Self-isolate How long for? ……………………………………………….

Other, please give more details below:

Additional info:

……………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………

Please note: a self-assessment outcome of self-monitoring or practice physical-distancing indicates that

the team member can return to work. If they develop symptoms at any time following their return to work

they should complete a health-assessment form.


71

COVID-19 Return to Work following layoff or working from home

Team Member Name …………………………………………………………………………

Team Member Phone Number ……………………………………………………………...

Site ……………………………………………………………………………………………..

Manager Name ……………………………………………………………………………….

Return to Work Date …………………………………………………………………………

Section 1

In the time since you were last on site have you been tested for COVID-19? Yes No

If yes, please answer the questions below. If no, please go to section 4.

Have you received your test results? Yes No

If the team member is still waiting for their test results, they should not return to work.

What was the date of your test? …………………………………………………………….

What was the outcome of your test? (Please circle one) Positive Negative

If the test was completed in the last 14-days, please complete the section 2 or section 3 below (as appropriate). Otherwise, please skip to section 4.

Section 2

Team Member tested Positive for COVID-19

Have you been cleared to return to work by a Doctor or Public Health official? Yes No


Team Member should not return to work unless they answer yes to both of the questions above. Please also complete section 4.

Section 3Team Member tested Negative for COVID-19

Do you have a Doctor’s note clearing you to return to work? Yes No

If yes, the team member can return to work, if no, please answer the questions below.

Do any of the following criteria apply to you? Yes No

Close contact with a confirmed case of COVID-19 within the last 14-days

Returned from international travel within the last 14-days

Close contact of a sick person who returned from international travel within the last 14-days

If the team member answers yes to any of the above, they should not return to work. They need to self-isolate for 14-days and monitor for symptoms.

72

Section 3 Continued

Have you experienced any symptoms? Yes No

If no, the team member can return to work, please also complete section 4.

If yes: Yes No

Have 14-days passed since the first day that you experienced symptoms?


Team member should not return to work unless they answer yes to both of the above questions, please also complete section 4.

Section 4

Ask the team member to visit https://ca.thrive.health/covid19/en. The team member should select the

province they are located in and click the link to complete the province-specific assessment.

What was the outcome of the assessment?

Seek medical attention (please notify your manager of the outcome)

Self-isolate How long for? ……………………………………………….

Other, please give more details below:

Additional info:

……………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………

Please note: a self-assessment outcome of self-monitoring or practice physical-distancing indicates that

the team member can return to work. If they develop symptoms at any time following their return to work

they should complete a health-assessment form.


73

APPENDIX A – SITE VISIT POLICY SCREENING (TO BE COMPLETED NO MORE THAN

12 HOURS PRIOR TO THE SITE VISIT)

In response to the COVID-19 situation all visitors are required to agree and abide by this

Visitor Policy & Guideline.

1) Visitors will not be allowed on site if any of the following criteria have applied in the 14-days prior to the visit








2) All visitors are required to complete their respective government online health assessment form for the site they are visiting prior to their site visit (e.g. provincial or provincial)

3) All visitors must complete the following: Your Name (First, Last):

Click or tap here to enter text. Your Company Name:


Date of your visit:

Click or tap to enter a date. Time of your visit:


Your Contact number:

Click or tap here to enter text. Your Email address:


Who are you visiting?

Click or tap here to enter text. Reason for your visit?


Have you completed the government online health assessment form for the site you are visiting?

Yes No

☐ ☐

Did the health assessment ask you to seek medical advice or self-isolate?

Yes No

☐ ☐

Do any of the criteria listed in section 1 apply to you? Yes No

☐ ☐

4) All visitors are required to send an electronic copy of this completed form to the Metro

employee you are visiting. NOTE: You will not be allowed entry to the site without completing and submitting this form.

74

5) Upon arrival at the site you may be asked to complete further health screening prior to entering the facility e.g. temperature check (where required)

6) All visitors are always required to wear a face covering when on company premises

(including parking lot)

7) All visitors are required to always maintain 2 meters of physical distancing

8) All visitors are required to perform hand hygiene (hand washing and/or use of hand sanitizer) when entering and leaving the site

9) All visitors will be escorted by a member of the site management team or the individual they are visiting while on company premises

Following your visit: If you develop symptoms consistent with COVID-19 within 14-days of your visit, immediately notify the person that you were visiting.

75

Visitor sign-in sheet

In response to the COVID-19 situation we are asking all visitors to sign in and provide contact information.

In the event of a COVID-19 outbreak at this site, your information will be shared with local public health authorities in order to help them to trace

people who may be affected.

Thank you for your cooperation.

Site ……………………………………………………………………… Date………………………………………………….

Name Company Contact number Email Address Person you are visiting Time In Time Out

COVID-19 Management Toolkit June 30, 2020 …...2020/06/30 · 1 COVID-19 Management Toolkit June...

Documents

Transcript of COVID-19 Management Toolkit June 30, 2020 …...2020/06/30 · 1 COVID-19 Management Toolkit June...