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DESIGNATED SENIOR MANAGER

ROLES AND RESPONSIBILITIES

MANUAL

FISHERIES AND OCEANS CANADA /

CANADIAN COAST GUARD

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Contents

1. Purpose

2. Roles and Responsibilities

2.1 Management Issues

2.2 Facility closures

2.3 Business Continuity

2.4 Emergency Evacuation Planning

2.5 Occupational Health and Safety

2.6 Security

ANNEX A – COVID-19 RESPONSIBILITIES

ANNEX B – FACILITY GUIDANCE FOR RE-OCCUPATION OF WORK SITES

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CONTEXT: The Department of Fisheries and Oceans (DFO) is an operationally decentralized organization with multiple sectors or tenants (i.e., other federal departments) co-located in our facilities. Therefore, it is important to clarify roles and responsibilities for horizontal issues and identify a Designated Senior Manager (DSM) at sites where there are multiple sectors represented. The DSM’s role has been identified to act on behalf of the Assistant Deputy Minister (ADM), Regional Director General (RDG) or Assistant Commissioner (AC) for sites accommodating multiple DFO/CCG programs. In cases where other federal departments are also present, other collaborative arrangements may be in place but must be documented and approved. At locations where there is only one sector present, such as Coast Guard Stations or Conservation and Protection detachments, there will be no DSM assigned; lead personnel are already identified within the organization structure and the accountability for the location rests with the appropriate director. The DSM’s ensure the collaboration of the onsite management team to respond to local issues that involve more than one DFO sector and/or involve DFO/CCG and

other co-located departments (i.e. civil strife, strikes, site closures due to weather, etc.). PURPOSE: The management structure will be respected for all program related issues; therefore, the DSM will not be involved in any program issues with the exception of their own. DSMs provide a focal point, and are the final decision-maker for addressing horizontal issues in extraordinary circumstances. Note: Additional measures beyond the regular DSM established duties may be required in order to ensure capacity to respond effectively in a pandemic situation. This document has been updated to identify these additional responsibilities and considerations as it pertains to COVID-19 and has been added as an Annex to this document (Annex A). APPOINTED BY: Where there is more than one senior manager at a site, DSM’s from the membership of the site management team will be appointed by the ADM, RDG and/or the AC. When the appointed DSM will be out of the office, the responsibilities of the DSM should be delegated to another manager on the site management team, and this should be included in the individual’s acting memo and out of office reply. REPORTING RELATIONSHIP: Where circumstances warrant, DSMs will report directly to the ADM, RDG and/or the AC via the identified roles and responsibilities, and will inform and seek direction as appropriate. DSMs will continue to report through regular management structures with respect to their specific program responsibilities.

ROLES AND RESPONSIBILITIES:

The DSM is responsible to ensure the functions listed below are performed. Responsibility for delivery may be delegated and/or shared.

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Responsibility Information/Reference

2.1 Management Issues Labour Relations for Excluded Designated Senior Managers

Local Union Management Consultation Committee

Scheduling and coordinating all aspects of the meetings;

Ensuring appropriate number of meetings are held;

Developing the agenda, based upon items identified by members (the management representative; may work with the union to develop the agenda);

Co-chairing the meetings;

Ensuring minutes are completed, accepted and translated;

Providing electronic minutes (in both languages) to Labour Relations for posting to the Intranet site; and

Contacting HR to identify or discuss any concerns.

Assumes the role of Picket Captain in the event of a strike - in advance of any legal strike action, strike training will be provided to all managers in excluded positions. During the training, they will be provided with a strike handbook, which identifies rights and obligations of employees and management, as well as how to prepare for a strike, what to do during a strike and management’s obligations after a strike has concluded.

Communications/Media Relations

The DSM acts as the primary contact for external clients and visiting dignitaries or senior officials. These visits are coordinated with the Communications Branch.

DFO Communications has lead responsibility for media relations. All DFO employees share varying levels of responsibility for the implementation of effective media relations as coordinated by DFO Communications. While DSMs may be a first point of contact for media, they would not be asked to speak about another Sector or Branch’s program or initiative. Upon receiving a call from a reporter, DSMs should immediately contact Communications to coordinate the departmental response. An after-hours number is provided on the voice-mail system. Sectors and spokespersons should work with Communications personnel to ensure consistency of approach and messaging, as well as timely, accurate and transparent responses. Communications provides media relations training services to prepare regional spokespersons. Communications also provides internal communications service and support, in cases where it is necessary to communicate with employee groups.

Member of Parliament Inquiry

To ensure effective and efficient support to the Minister’s Office, all Members of Parliament requests to the Department are coordinated through the DFO Departmental Assistant. In the case of CCG, the requests are assigned to the Commissioner’s office (to the Executive Advisor to the Commissioner) who, in turn, tasks the appropriate Directorate(s)/Region(s) to prepare a response. If a call is received from the Minister’s Office or any other MP, it is important to complete the Member of Parliament Inquiry Form. There are instances when coordinated responses from several areas must be organized, and the prompt completion and submission of the form enables the Department to begin the coordination process. All staff are required to report contact with, members of Parliament, senators or their representative within 24 hours, complete the form and send it electronically through the ADM/RDG/AC office.

Real Property Address real property concerns through your Real Property contact.

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Events In co-operation with the site management team, ensures that National Public Service Week, Government of Canada Workplace Charitable Campaign, and Long Service Awards are held in coordination with regional initiatives and that reporting requirements are met.

Other Seeks direction from the Assistant Deputy Minister, Regional Director General or Assistant Commissioner, as required.

2.2 Facility Closures The DSM is responsible to advise the ADM/RDG/AC of conditions that may

exist that require an office closure. Once the office closure is approved, the DSM takes the appropriate steps to ensure employees are made aware of the closure and referred to the employee voice bulletin and/or AppArmor for continued or additional updates. The DSM is responsible to ensure the closure is reported to the regional Manager, Safety, Security and Emergency Services and their Real Property contact. In an event where no advance warning is given, that leads to an office closure, the following should be noted:

Weather closures should be based on weather reports, road conditions and/or RCMP/local police recommendations. A decision by the Assistant Deputy Minister, Regional Director General or Assistant Commissioner can be made to close the site for the full day, or for a portion of the day; and re-evaluated at regularly scheduled intervals.

In the event of a closure associated with facilities issues (power failure, lack of available water) the DSM shall work with Real Property to ensure issues are addressed. If the water or electricity is a local issue, the DSM may contact their local companies for information on the resumption of services. In the event of a closure due to a security issue (i.e. protest), consultation with the ADM, RDG and/or AC is required. Advice and guidance are available from the Security Office.

In an event where advance warning is given that will lead to an office closure (hurricanes, winter storms, flooding), the DSM shall:

Coordinate with Real Property to address any pre-emptive actions as required, for example:

o Servicing generators.

o Safeguarding critical assets. Employee Voice Bulletin / AppArmor

The employee voice bulletin is developed to ensure employees are kept informed about all building closures. The DSM is required to have a process in place to ensure the employee voice bulletin is kept up-to-date. As the use of AppArmor is adopted across the Region, the DSM must ensure both methods of communication are considered and communicated. The AppArmor Application is available for use on smart devices, such as BlackBerry, Apple iPhones and Samsung devices. The AppArmor Alert App is used to disseminate information to employees quickly and efficiently, including building closures and emergency information.

2.3 Business Continuity Business Continuity Plan (BCP)

In some facilities, the BCP team leader may be the DSM.

During an incident where the activation of the BCPs are required, the DSM shall:

Communicate with the BCP team leader, when a BCP is activated.

Meet, as required, with the BCP Team leader.

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If there is damage to the site, liaise with the BCP Team Leader and the site’s Chief Emergency and Evacuation Officer to obtain approval for access from local authorities (fire and/or police) and to conduct an initial damage assessment to determine the impact to mission critical function delivery.

Provide assistance to the BCP Team Leader to coordinate the delivery of MCFs with appropriate managers and provide guidance to the BCP Team.

Communicate information and activities to senior management.

After an Incident where the BCPs were activated, the DSM shall:

Resolve any outstanding issues, i.e. work with Real Property to move back to the workplace.

Review, with BCP Team Leader, the After-Action Report.

2.4 Emergency and Evacuation Planning

Implementation and compliance.

Ensure compliance with Canada OHS Regulations, Part 17, Safe Occupancy of the Workplace and ensure implementation of Chapter 2.5 of the DFO OHS Manual - the Departmental Building Emergency and Evacuation Program. The Chief Emergency Warden is responsible to complete the plan in consultation with the DSM and ensure the plan is reviewed and updated at least annually and/or after each event. The DSM is responsible to appoint leads and members from staff who are normally employed in the building and who possess, or can acquire the skills and knowledge necessary to fulfill the duties of such positions and must immediately identify replacements upon vacancy. All team members require training. The appointments must be made for all staffed facilities with less than 50 employees; or the DSM must appoint one Chief Emergency Warden and two Deputy Chief Emergency Wardens from managerial staff for facilities with 50 or more employees. Further details are found within the Departmental Program.

Access to tenant spaces The DSM will ensure access for the Chief Emergency Warden and Deputy Chief Emergency Warden to tenant spaces in order to facilitate the fulfillment of their roles and responsibilities.

Coordination with tenant departments to whom TBS standards do not apply.

If DFO is not the only tenant, but is the largest tenant in the building, the DSM is responsible to ensure that tenants are familiar with the building emergency and evacuation plan requirements and procedures for evacuation. Tenant departments may sit as members of the emergency and evacuation team.

2.5 Occupational Health and Safety OHS Committees The DSM is responsible to ensure functioning Occupational Health and

Safety committees/and or safety representatives are established. Ensures the duties and responsibilities of the committee are conducted as per Section 135 of Canada Labour Code (CLC) Part II, which include meetings a minimum of nine times per year and ensuring that inspections are conducted and identified deficiencies addressed.

First Aid Attendants National Joint Council Directive requires that one first aid attendant is available for every 50 employees. Name, work locations and phone numbers of all first aid attendants must be posted in a visible location. Adequate training of first aid attendants must be carried out by a qualified person and be up-to-date at all times. As per Part XVI of the Canada Occupational Health and Safety Regulations.

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Representative of ADM/RDG/AC for Minister of Labour representative visit.

As Per section 141-145 of the Canada labour Code Part II In the event of a visit from the representative of the Minister of Labour (Labour Canada or Transport Canada), a request may be made to see the most senior site official. The DSM will represent the ADM, RDG and/or AC and will provide an assurance of voluntary compliance or receive a Direction for issues of non-compliance with the CLC II and associated regulations.

It is the responsibility of the DSM to coordinate with supervisors of the appropriate divisions within the facility, or Real Property, to respond to the issues raised in the AVC/Direction. Once a response has been received regarding the correction of the deficiencies, the DSM will develop a written response to the representative of the Minister of Labour with assistance from their Health and Safety Advisor.

2.6 Security Security Assessment Security assessments are designed to assist management in ensuring all

appropriate steps are taken for a secure facility. When a security assessment (SA) is conducted at the site, the DSM, along with the relevant Managers, will receive a copy of the same. The DSM should familiarize themselves with any SAs that are conducted. All security assessments are to be treated as Protected B documents. Follow-up to any recommendations to the SA will be via the appropriate Manager and Real Property.

Civil Disturbance A civil disturbance may come in the form of a riot, demonstration/protest or other activity, which could jeopardize the safety, and security of personnel and assets. The following are the roles and responsibilities of the DSM in order of priority: 1. The DSM must notify the ADM/RDG/AC, Manager, Safety and Security,

RD, Communications and Chief Emergency Warden so they are aware that a disturbance is taking place.

2. If the threat of a potential civil disturbance warrants outside assistance, establish communications with DFO Management as above, and determine the need to notify the appropriate enforcement authority (RCMP or local police of jurisdiction).

3. With the assistance of Real Property, additional commissionaires and/or security personnel can be hired to assist with coverage throughout the affected area for the duration of the crisis.

4. Advise personnel to: a. Stay away from exterior doors and windows. b. Follow all directions from the DSM, Chief Emergency

Warden/Floor Wardens, Commissionaires and Police. 5. Assure personnel they will be kept apprised of the situation as

necessary. 6. Ensure that updates occur with Management and Security. 7. Do not attempt to evacuate the site unless personal safety can be

guaranteed. 8. Ensure all visitors are asked to leave the site, if safe to do so. 9. Ensure that all media communications are via the Communications

Branch. 10. If employees are permitted to leave the site, ensure that the Employee

Voice Bulletin System is updated accordingly. Security Incidents When a security incident occurs at the site, it is the responsibility of

management to complete and provide a Security Incident Report Form (10-

0442).

Regional Security and site supervisors/managers will determine what steps will be taken to resolve the incident. The DSM may be informed of the incident at the discretion of the applicable manager.

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ANNEX A – COVID-19 DSM RESPONSIBILITIES

On December 31, 2019, the World Health Organization was alerted to several cases of

pneumonia in Wuhan, China. On January 7, 2020, China confirmed coronavirus (COVID-19)

existed. Since then, there has been a global spread of the virus which has left health

professionals on high alert. By mid-March 2020, the Prime Minister of Canada and provincial

leaders introduced physical distancing measures in an attempt to flatten the curve of COVID-

19’s spread within Canada. This meant that federal employees in non-critical services were

asked to work remotely.

This decision continues to significantly impact DFO and worksites are operating in reduced

capacities with minimal staff onsite. As the Department prepares workplaces for a phased

return, this document is intended to provide guidance in relation to additional measures required

in responding to the ongoing COVID-19 pandemic as it relates to site authorities and

responsibilities.

Access Control:

Ensure appropriate pre-screening processes are established and implemented. Ensure access to the facility is restricted to authorized employees only and names are

captured for anyone accessing facilities, i.e., contractors, to support contact tracing activities if require.

Maintain a list of authorized employees for all phases of the pandemic planning stages. Consult with the Assistant Deputy Minister, Associate Regional Director General and the

Regional Director of RPSS if/when the site may need to revert phases (i.e. move from Phase 2 back to Phase 1).

Facility modifications and planning (for detailed guidance, see Annex B)

Ensure planning process is established to identify maximum occupancy rates and appropriate density control to respect physical distancing.

Ensure signage is placed throughout the facility regarding instructions and prevention. Ensure adequate supplies such as sanitizer and disinfectant are available and placed

strategically throughout facility. Implement the Building Readiness Assessment process and correct any noted

deficiencies. Coordinate with shared tenants to ensure consistency/overlaps and communication of

planning processes. Establish process to provide employees with clear direction and information regarding

building closures and facility information. Cleaning Protocols:

Confirm with Facilities Management that additional cleaning protocols are adjusted to provide both enhanced and response cleaning services.

In situations where a suspected or confirmed case of COVID-19 arises, additional cleaning measures may be required and should be coordinated with Facilities Management to provide enhanced cleaning services.

Consult and communicate regularly with Facilities Management regarding significant facility changes, i.e., confirmed cases, enhanced cleaning responses, moving between phases.

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More information on cleaning and disinfecting requirements as well as required personal

protective equipment can be found in the departmental Cleaning guidelines during

COVID-19 document.

REGULATORY REQUIREMENTS

Occupational Health and Safety:

Ensure duties of the OHS Committee/Safety Representative are both continued and enhanced to respond to COVID-19-specific hazards (i.e., continues to hold virtual meetings and inspection protocols are updated to reflect covid risks/controls).

Ensure workplace health and safety management inspections are conducted and protocols are modified to address additional COVID-19 related hazards.

Respond to confirmed or suspected cases as per the COVID-19 Process Map for Reporting Suspected or Confirmed Workplace Incidents

Liaise with management, Labour Relations and Safety, Security and Emergency Services to support and assist in responding to work refusals, and COVID-19 complaints.

Serve as ADM, RDG or AC representative and liaise with the Minister of Labour presence in response to COVID-19 Assurance of Voluntary Compliance (AVC’s) or Directions.

Consult with onsite OHS Committee/Safety Representative regarding the establishment of new or proposed processes.

Raise OHS concerns to the Regional Health and Safety Committee for discussion and/or awareness.

Ensure mitigation processes and expectations are developed and communicated for use of facility spaces such as kitchens, common spaces, hallways, elevators, etc. For example, reduced occupancy for common spaces, measures required to respect physical distancing.

Ensure the process established to educate employees prior to re-entering the facility is implemented and restrictions, requirements and general prevention information is posted on site.

Ensure mental health support for employees is posted on site. EMERGENCY PLANNING Building Emergency Evacuation and Re-occupancy Phases:

As the Department moves forward with re-integration of employees into the workplace,

assessing emergency evacuation plans will be necessary to ensure sufficient resources are

available to support evacuation and responses to emergencies.

An assessment of emergency evacuation plans should be completed in conjunction with the

TBS Directive on Building Emergency and Evacuation Teams and the Building Emergency and

Evacuation Plan (BEEP).

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Phase 0 (critical staff onsite only) - In accordance with TBS direction, due to the reduced number of employees on site, buildings should activate ‘after-hours/weekend’ procedures in the event of a building emergency. Managers should ensure that employees who deliver critical services on site are aware that, during this time, Building Emergency and Evacuation Teams will not be in place to facilitate evacuations. In the event of an emergency:

1. Upon hearing an alarm, employees working on site should evacuate the

building immediately.

2. Notify their manager or supervisor of the event once they are in a safe location.

* If employees require emergency assistance or medical attention, they should contact 911

Phase 1 of the Return to the Workplace plan (up to 25% occupancy), the following, at a

minimum, should be considered in the review and update of Building Emergency and

Evacuation Plans:

Accounting for number of employee’s onsite (sign-in sheet or alternate reservation tool).

Establishing an Interim Building Emergency and Evacuation Team (IBEET) to include a

Chief Emergency Warden and designate a manager on each occupied floor as the Floor

Emergency Warden

Ensuring all members of the IBEET are trained in their roles and responsibilities

Ensuring members of the IBEET have necessary equipment including:

hard hat or cap

high-visibility vest

flashlight

two way radio

safety glasses or goggles

mask

gloves

Identifying persons requiring assistance and ensuring a monitor is assigned to assist them

in an emergency

Developing specific procedures with and for people that require assistance during an

emergency evacuation

Identify who is first aid trained of all staff onsite and post their names/locations on each

floor

Developing an organizational chart to reflect the new IBEET. Forward a copy to Regional

RPSS and the Workplace Health and Safety Committee or Representative

Posting a copy of the IBEET organizational chart on each floor, including names of Floor

Emergency Warden(s)

Assess the current Muster Areas to support physical distancing requirements (note; safety

of life and evacuation procedures take precedence over COVID related considerations)

Updating the Building Emergency and Evacuation Plan accordingly

Communication and posting of updated BEEP for employees

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Administering First Aid for COVID-19 related symptoms

The Canadian Red Cross has developed Prevention and Safety Information and Transmission-

Based Precaution Guidelines for first aid attendants to follow when COVID-19 may be a concern.

As part of ‘after-hours/weekend’ procedures and in accordance with TBS guidance, first aid attendants may not be on site to render first aid services. If an employee falls ill and requires immediate medical attention, the employee must be

promptly referred to a medical treatment facility by ambulance or other suitable transportation.

REPORTING:

Cleaning and building closure reporting

Temporary closures of facilities due to enhanced cleaning activities must be reported to Real

Property, Safety, and Security management. Anyone leaving the workplace due to a potential

COVID-19 case needs to be reported it to his or her manager immediately (see Annex C –

Process Map for Responding to Confirmed/Suspected Cases).

To report a building related issue such as an empty soap dispenser, inadequate cleaning or a

lack of hot water, contact the National Service Call Centre at 1-800-463-1850.

Hazardous Occurrence, Injury, and Illness Reporting

If an employee becomes ill with COVID-19 and believes they contracted the disease at work,

managers must follow the established steps for responding to and investigating a workplace

accident or illness.

Refusals to Work

All work refusals received must be reported to the Manager of SSES immediately.

Note: The ADM, HRCS is responsible for the coordination and consolidation of weekly reports,

received from all ADMs, DGs, and RDs, to the Deputy Minister, including;

confirmed or suspected cases;

cases involving close exposure;

work refusals; and

All building closures.

Resources:

Further guidance regarding planning, stages and response can be found within the master

plan. Additional resources can also be found at: https://inter-l01-uat.dfo-mpo.gc.ca/dfo-mpo-

empl/en/official-information

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ANNEX B – FACILITY GUIDANCE FOR RE-OCCUPATION OF WORK SITES

Physical Distancing Measures:

Due to the COVID-19 pandemic and the restrictions necessary to reduce risk, workplaces will not be the same as we left them and we will need to adjust. While we all try to establish a new normal at our workplaces, there will certainly be an added layer of health and safety measures (physical distancing, screening, handwashing, etc.) required to ensure the safety of our workers, our clients and our visitors. Measures will be implemented at all sites to ensure that physical distancing can be maintained for employees in the workplace. These measures will include but are not limited to the following:

Reorganization of furniture (kitchenettes, boardrooms, collaborative spaces, etc.) to limit areas where employees can congregate and to ensure safe physical distancing.

Limiting the number of employees able to access spaces at the same time (boardrooms, kitchenettes, elevators, etc.)

Visual indicators to direct the flow of people throughout the spaces and creation of one-way hallways and stairwells (floor markings, wall signage, etc.)

Signage and visual indicators to support physical distancing

Special Considerations – If Physical Distancing Is Not Possible Due to operational requirements, there may be limited situations where physical distancing is

not possible. Building assessments and planning should be conducted to determine if these

situations exist and mitigation controls shall be implemented as appropriate to be compliant

with physical distancing guidelines.

The following information is intended to guide DSM’s in supporting and preparing the various

areas at your worksite for re-occupancy.

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Main Entrance Reception

Desks Hallways Boardrooms Kitchenettes

Business Centres

Works Stations

Common Areas

Elevators Stairwells Water

Fountains Washrooms

Outdoor Areas

Fleet Vehicles Garages/

Warehouses PPE

Placement First Aid Kits

Inspection Protocols

AREA GUIDELINES SIGNAGE / OPTIONSi / RESOURCES

Main Entrances

Self-screening questions will be installed at all main entrances.

Signage for appropriate physical distancing and hand sanitization procedures to be installed in entrances.

Building entry protocol to be developed that could include queueing outside in peak hours and mandatory hand washing/sanitizing at building entry.

Reception Desks

Commissionaire areas and reception desks should be equipped with Plexiglas protection shields.

Place hand sanitizer/wipes in reception area

Hallways Directional arrows to indicate one-way hallways. In bigger hallways, potentially have arrows on one side of the hallways, with the opposite direction on the other side along with floor indicators.

Boardrooms

Place hand sanitizer and disinfectant wipes in each

Capacity limited to

5 people Eng-FR.docx

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AREA GUIDELINES SIGNAGE / OPTIONSi / RESOURCES

boardroom and replenish as needed;

Remove whiteboard pens and erasers

Provide whiteboard cleaning solution and disposable wipes (hands-free brown paper dispensers, when available) adjacent to every board.

Remove shared conference phones and encourage the use of mobile phones or laptop softphones for teleconferences.

Maximum occupancy signs should be installed to ensure safe physical distancing within meeting rooms.

Change the capacity in the room reservation system details.

Chairs that cannot be used to respect distancing will have to have signage or caution tape attached to prevent usage of specific equipment.

If average boardroom tables are less than 2m wide, the staggering of occupants may be required.

Boardroom cleaning

procedure EN-FR.docx

Kitchenettes

Excess chairs should be stacked in the corner to allow for physical distancing; if space is limited, excess chairs will need to be identified by using signage and/or caution tape

Furniture that cannot be removed will have to have signage and/or caution tape attached indicating that it cannot be used.

Install signage encouraging employees to eat at their desks.

Capacity limited to

1 person Eng-FR.docx

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AREA GUIDELINES SIGNAGE / OPTIONSi / RESOURCES

Install floor indicators to ensure physical distancing when waiting for microwaves/sinks.

All equipment, such as microwaves should be wiped down after each use

Consider limiting access to equipment; for instance, if more than one microwave is available, limit the use to only one; eliminate use of coffee makers due to higher risk of contamination; remove any newspapers/magazines.

Calculate and post the maximum capacity limit.

Recommendation to wear masks in common spaces.

How to safely use a

non-medical mask document (ENG).docx

Business Centers

Install signage to ensure physical distancing is respected when using printers or other equipment in business centers.

Install signage to reflect disinfection protocols for printers and other items (as required).

Place cleaning products, such as disinfectant wipes in all business centers enabling employees to wipe down equipment before/after each use.

Discourage employees from using secure print function to eliminate frequency of touching panel.

Encourage the use of digital alternatives (e.g. e-Signatures, fillable forms) to reduce the use of equipment

Depending on the size of the business centre, consider limiting

Capacity limited to

1 person Eng-FR.docx

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AREA GUIDELINES SIGNAGE / OPTIONSi / RESOURCES

maximum capacity to maintain 2m distance between users

Workstations

Ensure physical distancing between workstations is maintained – it is recommended to leave one vacant workstation between one another regardless of the height of the workstation panels (as shown below).

Workstations that should not be occupied will be clearly identified by installing signage accordingly.

Assess floorplan and reassign staff to ensure 2m distancing is maintained;

Provide all employees with PPE (i.e. hand sanitizer, gloves, masks)

Encourage clean desk policy and ensure everyone is aware that desks and equipment need to be wiped down daily

Cleaning guidelines Clean desk policy

Common Areas

Install signage to remind employees of PHAC recommendations; physical distancing signage to be placed in

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AREA GUIDELINES SIGNAGE / OPTIONSi / RESOURCES

all common areas such as break rooms, soft seating, stairwells, etc.

Furniture that cannot be used will be identified by using signage and/or caution tape to prevent usage and thereby maintaining physical distancing.

If physical distancing cannot be maintained, these areas may have to be closed altogether

Gyms and showers should be limited to program activity only at this time.

Elevators Limit occupancy based on size/capacity.

Install signage inside elevators and at the elevator entrance on each floor.

Consider floor indicators inside elevators to advise employees where to stand to maintain physical distancing (if max. occupancy is more than one person at a time).

Provide hand sanitizer/wipes at elevator entrance.

Consider placing elevator on Sabbath mode to eliminate need to touch buttons.

Consider a staggered schedule for employees reporting to the workplace in order to avoid significant delays and crowds gathering in elevator lobbies.

Stairwells Install directional arrows with physical distancing signage and consider conversion of some stairwells to unidirectional (unidirectional stairwells are not

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AREA GUIDELINES SIGNAGE / OPTIONSi / RESOURCES

applicable in emergency evacuation scenarios).

Mark floors to clearly identify walking directions.

Declutter pathways to limit potential bottlenecks.

Water Fountains

Water fountains should be permitted for reusable water bottle refill function only.

Install signage to indicate proper usage.

Washrooms Limit access to certain sinks, bathroom stalls and urinals.

Install signage to encourage proper handwashing and limit spread of germs

Establish and post maximum occupancy signs – it’s recommended to limit use to one person at a time; consider locking external doors or a knock and enter policy to outline occupancy process.

If you are located in a leased facility, consult with your BGIS contact and follow their guidelines.

Capacity limited to

1 person Eng-FR.docx

Outdoor Areas

Appropriate signage should be installed in proximity of picnic tables and other outdoor break areas to ensure physical distancing.

Fleet Vehicles

Provide cleaning supplies, such as disinfectant wipes and instructions/checklist to all users.

Cleaning guidelines Clean desk policy

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AREA GUIDELINES SIGNAGE / OPTIONSi / RESOURCES

Garages/ Warehouses

Maximum occupancy needs to be determined and signage installed accordingly.

Capacity limited to

5 people Eng-FR.docx

PPE Placement

Place dispensers and sanitizers at all entrances, elevators and stairwell entry.

Place disinfectant wipes and hand sanitizer in all boardrooms

Place disinfectant wipes in common areas and all business centers.

Provide individual wipes and sanitizers to all staff to support daily cleaning of workstations.

First Aid Kits

Add surgical masks/gloves to each First Aid Kit. First aid for COVID

document (ENG).docx

Inspection Protocols

Ensure existing inspection protocols are modified and enhanced to respond to COVID-19 related hazards. This applies to both managers and Occupational Health and Safety Committees.

DSM checklist

document (ENG).docx

i Contact your Safety, Security, and Emergency Services (SSES) office for additional resources and/or guidance.