Workplace COVID-19 Outbreaks
As Ontario moves to reopen more workplaces and businesses, both employers and employees have a role to play to reduce the community spread of COVID-19. Below are recommendations that apply to all workplaces and businesses, except health care settings, to help prevent the spread of COVID-19 and to ensure that staff, customers and visitors to your workplace stay safe.
Face Coverings and Masks By-law
On July 17, 2020 the City of Hamilton passed a by-law that requires the wearing of face coverings within enclosed public spaces:
- Masks or face coverings must always be worn by staff when indoors in a public-serving or receiving area; and by clients when indoors and receiving service. Learn more about areas where face coverings/masks are required
- Expectations for establishments and the public
- Businesses that are exempt from this by-law.
- Not all clients or customers are able to wear a face covering/mask and may be exempt.
COVID-19 Outbreaks in the Workplace
An outbreak of COVID-19 may be identified by the City of Hamilton when one or more cases of COVID-19 is associated with a workplace, a request for assistance from an employer, in response to complaints of illness at a workplace by employees or through an onsite inspection and referral from other government agencies.
If an employee, customer or visitor to your workplace tests positive for COVID-19, City of Hamilton Public Health Services will interview the individual to determine if staff on premise were exposed. Consent must be obtained from an employee before disclosing personal health information to their employer.
Contact Public Health Services at 905-974-9848 option 4 for guidance if you have been notified that an employee has tested positive and/or if you have concerns that employees may have been exposed to a person with COVID-19 in the workplace.
Employers are required to ensure these items are available or completed during a COVID-19 workplace outbreak:
- Under Ontario’s Occupational Safety and Health Act (OSHA), take all precautions reasonable in the circumstances for the protection of a worker.
- Develop a preparedness and response plan in the event someone becomes ill with symptoms of COVID-19.
- Support employees who need to be absent from work due to illness or being a close contact of a confirmed case of COVID-19.
- Report to the Ministry of Labour, Training and Skills Development and Workplace Safety and Insurance Board (WSIB) if you advised that one of your employees has tested positive due to an exposure at the workplace.
- Communicate with employees and business partners early and often to ensure accurate information is being shared.
- Keep a list of the names with contact information of all attendees at in-person business meetings or events. Public Health Services will use this list to notify and provide instructions for close contacts to self-isolate or self-monitor for COVID-19 symptoms.
- Maintain confidentiality of employees' personal health information.
- Clean and disinfect surfaces that may have been touched by the sick employee as soon as possible. Follow public health advice for enhanced cleaning and disinfection measures to reduce the risk of spread in the setting.
- Follow public health guidance on additional preventive measures that may be recommended for your workplace or business.
- Communicate with staff and customers, as appropriate, when there is an outbreak.
General Guidance and Preparation to Reduce the Spread of COVID-19
Stay home if sick
- Encourage employees and customers to stay home if sick and report to management or an appropriate alternate if they become ill with any symptoms of COVID-19, however mild, during work or when visiting the business.
- Adopt a screening procedure (i.e. display signage (PDF) and provide forms to complete) to assist employees to report any symptoms or illness, however mild, prior to their shift or entering the workplace.
- Encourage employees to take the COVID-19 online self-assessment.
- Display a self-screening poster (PDF)at entrances informing customers not to enter if they have symptoms or any close contact with a COVID-19 case.
- Reinforce this message and related workplace policies during in-person meetings, at staff updates, within email/intranet updates, on business website, and through signage.
- Advise employees who feel unwell prior to their shift or on premise to call their health care provider or contact Public Health Services at 905-974-9848.
- Separate any employee or customer who reports being ill on premise, asking them to go home immediately and contact their health care provider or the City of Hamilton’s Public Health Services COVID-19 Hotline at (905) 974-9848 to be assessed for COVID-19.
- Let management know immediately if feeling unwell prior to your shift or while on premise.
- Stay at home if you are ill or have any symptoms of COVID-19.
- Advise management after being assessed or tested for COVID-19 of any direction, including the need to self-isolate or stay home from work, provided by public health, their health care provider, or an assessment centre.
- If advised to stay at home without being tested, advise management and follow the directions provided by public health, their health care provider or an assessment centre to remain at home until a negative test is received or further direction provided.
Notify if any contact with a confirmed or suspected case of COVID-19 occurs
- Communicate with staff if advised that a staff or customer at the store has tested positive with COVID-19.
- Public Health Services will follow up with workplaces if an exposure has taken place on premise and provide direction, as necessary.
- If you feel you have been exposed to COVID-19 through their work, at home, or in the community, should call their health care provider or Public Health Services to book an appointment for COVID-19 testing.
- Employees should contact management if they have been in contact with a confirmed or suspect case of COVID-19 and advise of any direction received that may impact their work arrangements or schedule (e.g. advised to be tested and/or self-isolate).
Returning to work after being sick or tested for COVID-19
- Develop clear policies related to return to work, based on public health guidance:
- Medical clearance tests are not required to return to work;
- In general, employees can return to work 14 days after their symptoms began if positive for COVID-19—follow public health’s advice on restrictions & return to work guidelines.
- Avoid requiring a doctor’s note, verification of a negative COVID-19 test, or medical clearance as a condition for returning to work.
Practice proper respiratory etiquette and hand hygiene practices
Provide proper resources and supplies to ensure employees can follow recommended hand hygiene and respiratory etiquette.
- Educate staff on the importance of practicing proper hand and respiratory etiquette.
- Ensure proper hand hygiene supplies, such as tissues, waste receptacles or baskets, garbage bags or liners, hand sanitizer, soap and paper towel are available in washrooms, lunchrooms, break areas, and common areas.
- Provide hand sanitizers dispensers (70-90% alcohol concentration) in high-traffic areas, such as store or business entrances, in waiting areas and change areas, near cash or pay stations and common areas frequented by staff or customers.
- Remind staff of requirements during in-person meetings, at staff updates, within email/intranet updates and through posted signage (Protect Yourself, Cover Your Cough, How to Handwash / Handrub).
Discourage physical contact between staff such as handshakes and social gatherings during or outside of work.
- Frequently wash hands with soap and water for at least 20 seconds, or or using an alcohol-based hand sanitizer, especially after going to the bathroom; before eating; after blowing your nose, coughing, or sneezing; after touching your cell phone and contact with frequently touched surfaces.
- Cover coughs and sneezes with a tissue or sleeve, then throw the tissue in a lined waste basket.
- Avoid touching your eyes, nose, and mouth with unwashed hands.
Ensure physical distancing is promoted and practiced within the workplace
Develop policies and practices that can increase the physical distance among employees and their customers as much as possible.
- Utilize telecommuting or work from home options for employees.
- Offer online services or by phone whenever possible.
- Follow contact-less delivery for mail, product or curb-side delivery services.
- Develop options for clients to interact with employees in a non-crowded manner or utilize online platforms.
- Stagger staff start, end and break schedule to reduce staff crowding during entry and exit to the workplace.
- Develop maximum capacities or limitations on the number of people allowed in a business or locations (e.g. lunchrooms, meeting rooms, break areas, waiting rooms).
- Allocate or design floor space to support physical distancing.
- Minimum recommendation of 2 metres squared and ideally 4 metres squared, for each person (i.e. staff and customers) in the workplace.
- Post physical distancing signage at all entrances, in employees rooms, in elevators, and in public areas (e.g. cashiers, service counters, waiting areas).
- Use visual markers and announcements to control direct flow and maintain line management.
- Use tape, decals, pylons or signage to direct traffic and promote physical distancing.
- Remove surplus furniture and supplies from rooms, waiting areas and walkways to allow ease of movement while maintaining physical distancing.
- Use public announcement systems and/or assign employees to remind other staff and customers to stay 2 metres apart.
- Advise employees to physically distance (2 metres) from other staff and customers whenever possible. This includes when providing service or using lunchrooms, change rooms, meeting rooms, and other common areas.
- Modify service provision to avoid prolonged close contact between customers and staff or among staff within an office setting by redesigning workplace areas including waiting areas, commercial spaces, and common rooms:
- Close down waiting areas or restrict the number of customers in an area if insufficient space is available to support physical distancing.
- Space out, tape off and/or remove furniture to allow for a 2 metre space in lunchrooms, change rooms, meeting rooms, break areas, waiting rooms, etc.
- Use visual markers (e.g. tape on the floor, pylons, decals) to remind everyone where to stand to keep two metre distance between staff (e.g. on a production line)
- Redesign workspaces and cubicles to allow for physical distancing between staff
- Assign workstations to a single user whenever possible, or limit the number of users and ensure cleaning measures are in place in between use
- Install protective barriers (e.g. plexiglass) if there may be close contact between staff or between staff and clients (e.g. check-out lines, registration desks, etc.)
- Use contactless payment options at checkout instead of cash.
- Use outdoor space whenever possible.
- Encourage employees to use masks and/or other face coverings when physical distancing is not possible.
- Be aware of workplace physical distancing requirements and to follow any guidelines or policies to others follow directions within the workplace.
- Remind other staff and/or customers to physically distance from others, as required.
- If carpooling, limit the number of passengers, refrain from carpooling when sick, and follow public health guidance for taxis and ride-share programs.
Perform enhanced environmental cleaning at the workplace
- Develop an enhanced cleaning schedule to disinfect frequently touched surfaces and common areas in the workplace, minimally twice per day or when items are visibly dirty.
- Refer to Public Health Ontario’s Enhanced Cleaning for Public Settings guidelines.
- Educate staff on the proper use of cleaning agents and disinfectants, including required disinfectant contact times (amount of time that the product will need to remain wet on a surface to achieve disinfection). Understand safety precautions and requirement for use of mask and gloves.
- Educate employees on cleaning requirements and the use of personal protective equipment (e.g. gloves and/or masks) and how to use properly.
- Advise employees or environmental cleaning staff of changes to an enhanced cleaning schedule.
- Ensure an adequate supply of effective cleaning and disinfecting products are on hand to allow for enhanced cleaning and emergency situations.
- Look for cleaning and disinfectant products with an 8-digit Drug Identification Number (DIN) to confirm it is approved for use in Canada. Workplaces can reference Health Canada’s list of hard-surface disinfectants that are likely to be effective for use against (COVID-19).
- Check the expiry dates of products and labels including a manufacturer’s instructions.
- Provide staff access to cleaning materials and personal protective equipment (e.g. gloves) to use, as appropriate, when working with these products.
- Clean and disinfect their own workstation and common items, including:
- Common or shared workplace equipment and tools, such as cashier’s stations, machinery, debit stations, keypads, self-serve kiosks, in between users.
- Business and personal electronic equipment such as computers, cell phones, etc.
- When performing enhanced cleaning tasks:
- Follow manufacturer’s instructions for use of a cleaner or disinfectant and the cleaning of electronic equipment, including the length of time on contact before removing;
- Ensure adequate ventilation when using products (e.g. open windows/doors, use fans);
- Wear appropriate personal protective equipment (e.g. gloves and/or mask), as required;
- Thoroughly wash hands with soap and water immediately after cleaning or disinfecting.
Keep up to date on COVID-19, practices or requirements applicable to your workplace
Avoid all non-essential travel outside of Canada
- Employers should suspend non-essential travel outside of Canada and consider alternate arrangements (e.g. virtual or online) to support training, consultations and visits for business purposes.
- Employees returning from anywhere outside of Canada, for business or leisure purposes, or employees entering Canada as essential workers from other countries, are required by federal order to mandatory quarantine for 14-days upon their return.
- Share modifications and/or policies adopted by the workplace to protect staff and customers against COVID-19.
- Update staff on the expectations to follow policies and carry out required practices as it relates to workplace health and safety. Employ signage, emails and in person communications to reinforce measures taken by the business;
- Communicate workplace expectations and policies to customers and clients through email, website updates, store signage, and in person communication.
- Plan for workplace impacts due to staff illness or absenteeism due to personal or dependent illness, childcare needs during school closures or modified school formats, increased demands on services, and possible supply chain interruptions.
- Proactively identify essential business functions, essential jobs or roles, and critical elements within your supply chains (e.g., raw materials, suppliers, subcontractor services/products, and logistics) required to maintain business operations;
- Include contingencies within your business to address increased staff absenteeism or supply chains interruptions;
- Decision making should be guided based on public health advice and your own internal business response plans.
- If a building operator, ensure building ventilation systems are well maintained.
- Schedule regular inspections including tune ups by certified technicians
- Ensure filters are replaced as scheduled or sooner to support proper operation.
City of Hamilton
- Workplace Guidelines for COVID-19 Outbreaks (PDF)
- Poster: Protect yourself (PDF)
- Poster: Physical distancing (PDF)
- Poster: How to wash your hands (PDF)
- Poster: Respiratory etiquette
- Poster: Physical distancing in elevators (PDF)
- Poster: Putting on and taking off masks and gloves
- Sign: Passive Screening for COVID-19 Symptoms at Entrance (PDF)
- Poster: Required mask or face covering to be posted at all entrances (PDF)
Government of Ontario
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