natural resources canada fieldwork re-entry framework
TRANSCRIPT
2020-2021
Natural Resources Canada Fieldwork Re-entry Framework
GUIDANCE AND APPROVAL PROCESSES FOR FIELDWORK DURING THE COVID-19 PANDEMIC
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Contents Summary ................................................................................................................................................. 2
Overview and purpose ............................................................................................................................ 2
Fieldwork Definition ................................................................................................................................ 3
Step 1: Risk assessment to determine risk level ....................................................................................... 4
Considerations for Indigenous communities ........................................................................................ 4
Discussing fieldwork re-entry with employees ..................................................................................... 6
Risk mitigation and management......................................................................................................... 7
Considerations for travel, accommodations and meals during field travel ........................................ 7
Use of additional or existing partnerships to mitigate risk ................................................................ 8
Contactor travel ............................................................................................................................... 9
Contact tracing ................................................................................................................................ 9
Step 2: Risk-based approval decision process ........................................................................................ 10
Overview of fieldwork protocols ............................................................................................................ 11
Tracking employees doing fieldwork ...................................................................................................... 11
Employees with COVID-19 Symptoms .................................................................................................... 12
Conclusion ............................................................................................................................................. 13
Appendix A ............................................................................................................................................ 14
Guidance available ............................................................................................................................ 14
Appendix B ............................................................................................................................................ 15
Appendix C ............................................................................................................................................ 16
Provincial, Territorial, and Other Sources of Information: ...................................................................... 16
Canada .............................................................................................................................................. 16
British Columbia ................................................................................................................................ 16
Alberta .............................................................................................................................................. 16
Saskatchewan .................................................................................................................................... 16
Manitoba ........................................................................................................................................... 16
Ontario .............................................................................................................................................. 16
Quebec .............................................................................................................................................. 16
New Brunswick .................................................................................................................................. 16
Nova Scotia ....................................................................................................................................... 16
Prince Edward Island ......................................................................................................................... 17
Newfoundland ................................................................................................................................... 17
Yukon ................................................................................................................................................ 17
Northwest Territories ........................................................................................................................ 17
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Nunavut ............................................................................................................................................ 17
Indigenous ......................................................................................................................................... 17
Appendix D ............................................................................................................................................ 18
Risk level scenario examples .............................................................................................................. 18
Appendix E ............................................................................................................................................ 21
Fieldwork Guidelines: Consulting with Indigenous Communities Prior to Re-entry ............................. 21
Summary This Framework provides guidance on NRCan’s fieldwork and approval processes during the COVID-19 pandemic. The main considerations include:
Assessment of fieldwork risk via the Online Risk Assessment Tool.
Preparing a risk mitigation plan to manage and mitigate COVID-19 risk for fieldwork
Seeking approval from or giving notification to an Indigenous community in relevantcircumstance(s).
Approval by appropriate body based on risk level. Note that as of February 2, 2021, onlyessential fieldwork travel should be undertaken. Essential fieldwork can include responding tocritical gaps in data, but risk-based approvals continue. High risk fieldwork requires approvalfrom appropriate assistant deputy minister (ADM). Please refer to guidance on travellingduring COVID-19 for NRCan employees.
Tracking any and all fieldwork trips in the central fieldwork tracker, or existing sectoral trackingsystem tracking equivalent information. Sector ADMs are responsible for tracking and reportingfieldwork information to the Deputies.
Overview and purpose
The summer and fall seasons are key periods for fieldwork essential to the advancement of S&T research within Natural Resources Canada (NRCan). A break in field data for a season or missing a narrow window of a biological process during the season can have important implications for research findings, regulatory functions and important deliverables. As provinces and territories begin to lift restrictions related to COVID-19 pandemic, field teams are eager to get back into the field to gather data.
As indicated by the Office of the Chief Human Resources Officer (OCHRO), “the Government of Canada will continue to carefully follow public health guidance, including from Canada’s Chief Medical Officer of Health and the direction of provinces and territories as restrictions are eased and authorities advise that employees can safely return to their worksite.”
The NRCan Fieldwork Re-entry Framework serves as a guide to facilitate decision-making based on the level of COVID-19 risk posed to NRCan employees and the general public, including remote (e.g. the spaces outside small, medium or large population centres) and Indigenous communities. The Framework will highlight three guiding principles similar to the Re-entry to the Workplace Framework:
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1. The health and safety of employees, Indigenous communities and the public remains the utmost importance when considering fieldwork resumption.
2. Accommodating needs of individuals and families and giving consideration for employees’ particular personal circumstances.
3. Remaining transparent when preparing and informing managers and employees for returning to fieldwork.
This Framework applies until further notice and will be adjusted as the department and the Government provide direction and guidance on returning to the physical workplace. This is an evergreen framework and will be updated after implementation following feedback to be collected through consultation.
In general, the fieldwork Re-entry Framework is separate from the phased approach in the NRCan Re-entry to the Workplace Framework. However, they may inform each other; for example, if an employee must enter an NRCan building for fieldwork purposes, they must contact the Senior Building Officer (SBO), and the SBO must approve building entry.
Please note that regular fieldwork approval processes are still required in addition to the COVID-19–related approval processes in this Framework. We encourage employees to follow sector guidelines for regular fieldwork in addition to the COVID-19–related approval processes contained in the Framework. Sectors should maintain copies of all fieldwork approval documents, including copies of the risk assessment reports.
Vaccinations are occurring throughout the country, but there are regional variations to speed and efficiency of vaccination. Fieldwork should continue to respect regional public health guidance. Be aware that there are increased risks posed by new variants, which may impact vaccine efficacy. Public health guidance may change restrictions as vaccination roll out continues or new developments are identified.
Guidance documents can be found in Appendix A.
Fieldwork Definition
For the purposes of this document, fieldwork is defined as any work taking place outside of a controlled environment (e.g., outside of an NRCan laboratory, office or library). The objective of this work may include scientific research, repairs or maintenance or inspection fieldwork. Fieldwork requires a degree of travel but varies on fieldwork location.
Single fieldwork trip cases should be treated on a trip-by-trip basis. Recurring trips (e.g. multiple trips to same location by same individual(s)) should lay out protocols and documentation at the outset of the season. Employees and managers are encouraged to re-evaluate recurring mitigation measures and protocols for recurring trips – always be prepared to alter or withdraw fieldwork depending on regional health guidance or variances.
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Step 1: Risk assessment to determine risk level
A risk assessment tool has been developed to determine the COVID-19 risk level related to various workplace environments including fieldwork, and an online version has been created for ease of use (Assess the risk level of your fieldwork). The risk assessment considers various common and specific risk factors and determines required controls to be applied to reduce exposure to employees (
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Appendix B defines the risks assessed through the assessment). Completion of the risk assessment will classify the overall proposed fieldwork into low, moderate or high COVID-19 risk categories (Figure 1).
Preparations for any field activities should respect the provincial/territorial, Public Health Agency of Canada or Government of Canada health directives and precautions, and must respect any local community or private location (e.g., industry), particularly Indigenous communities’ requirements and protocols. The protocols can change quickly. When planning any field activity, it is essential that one understands the requirements of the area of work and check back frequently for the status on travel and activity restrictions or protocols. Links to provincial/territorial websites are found in Appendix C.
Prior to proceeding with the fieldwork risk assessment, the manager must determine whether the fieldwork aligns with:
1) Provincial and territorial health guidelines; 2) Provincial and territorial travel guidelines; and, 3) Local restrictions and guidelines (e.g., some Indigenous communities have prohibited entry due
to COVID-19).
If the proposed fieldwork does not fit these guidelines, the manager does not proceed with the risk assessment and the fieldwork cannot be approved. Urgent activities required by the department may be exempt from these requirements and should follow existing processes.
If the proposed fieldwork requires travel via bus, train, plane, helicopter, etc. (i.e., purchase of a ticket; excluding travel in a personal vehicle, NRCan fleet vehicle or rental vehicle), it will automatically be considered high COVID-19 risk: therefore, commercial air or bus travel requires ADM approval. This includes ferry travel; however for ferry travel only, if managers are able to explain measures to lower risk while using ferries, risk may be lowered to moderate.
If the health, travel, and local restrictions and guidelines are met, the employee undertakes the online risk assessment (Assess the risk level of your fieldwork) to determine whether the proposed field work is categorized as low, moderate or high (see Figure 1). The manager must take appropriate care to ensure the assessment accurately characterizes the COVID-19 risk of each fieldwork activity. If the proposed fieldwork is ranked as moderate or high, risk management or mitigation measures should be established to reduce the risk. Employees should aim to adjust fieldwork to meet the criteria for “low risk” to the extent possible. Examples of fieldwork scenarios and risk level criteria can be found in Appendix D.
Considerations for Indigenous communities
Ensuring the health and safety of Indigenous communities when undertaking fieldwork with or in close proximity to Indigenous communities is of utmost importance. Field operations must respect the rights, guidelines and protocols of Indigenous communities when working with, in or in proximity to Indigenous communities. Unless the fieldwork is an emergency (e.g., catastrophic if not undertaken), field parties must seek approval (unless the criteria require a notification) from the appropriate community representative, otherwise the fieldwork will be rejected. Managers are responsible for ensuring that the appropriate approvals have been obtained or Indigenous communities notified, as per the identified four scenarios.
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Approval is required whenever the fieldwork requires:
1. Entering or working in an Indigenous community.
Approval required.
Sector determines lead required to obtain approval from the community (e.g., community leadership or a leadership designate).
Note: There are no restrictions associated with stopping at an Indigenous commercial establishment that is open to the public and is directly accessible from a public highway or thoroughfare);
2. Face-to-face engagement with a resident of an Indigenous community or members living in or returning to an Indigenous community.
Approval required.
Sector determines lead required to obtain approval from the community (e.g., community leadership or a leadership designate).
Approval should be sought in advance of the work and include approval for interactions with all community members (i.e., approval should not be limited to specific positions or individuals).
If fieldwork requires hiring a community member or members living in or returning to an Indigenous community, the employee should be encouraged to comply with existing community guidelines (e.g., quarantine, physical distancing); however, approval is not required.
3. Driving through any Indigenous community that has imposed access restrictions, a local State of Emergency or check-stop is in place.
Approval required.
Sector determines lead required to obtain approval from the community (e.g., community leadership or a leadership designate).
Notification is required when: 4. Working within 20 km of a rural or remote Indigenous community.
Notification and followup phone call required prior to fieldwork commencement at least two weeks prior to fieldwork.
Use ATRIS: https://sidait-atris.aadnc-aandc.gc.ca/atris_online/Content/Search.aspx to determine the Indigenous communities located within the 20 km buffer.
Note: Notification not required if working within an urban setting.
Approval must be granted from the Indigenous community leadership or leadership designate. Proof of approval or notification must be obtained and submitted to IARS. Appendix contains guidance from IARS at NRCan on obtaining approval if fieldwork requires any of the above items and how to provide proof of approval and/or notification. IARS is available to provide support and guidance in seeking approvals from Indigenous communities. Note that if an emergency occurs in the field (e.g., physical injury) and employees seek aid in an Indigenous community, notification to the community must be given immediately after the emergency event.
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Notification and approval requirements would not be required if the work is being conducted on lands where access is approved and controlled, hence the potential for unintended interactions would be eliminated (e.g., DND lands, industrial lands, private lands, and National Parks).
In all cases, local circumstances will be important to consider, including the possibility that band offices, or equivalent, may be closed and unable to receive approvals or provide notifications to community leadership or a leadership designate. Judgment will need to be exercised on the basis of best efforts reasonably possible, under the accountability of the manager designated to approve the risk assessment. A precautionary approach that minimizes risk should always be taken. For example, in cases where fieldwork requires obtaining approvals to enter or work in an Indigenous community and where band offices are closed/unable to respond to requests, the fieldwork in that specific area should be halted. However, for notifications, if a decision to continue fieldwork is taken by a manager despite being unable to notify the appropriate community leadership or leadership designate there is a requirement to document both the rationale for the decision as well as efforts made to contact the band office or equivalent. It is recommended that you contact IARS, in this instance to ensure that the appropriate due diligence measures were taken and the attempts appropriately tracked.
Please note that those with longstanding relationships should discuss if the community consent is maintained in the specific context of the current public health crisis and vulnerability of Indigenous communities during the COVID pandemic. This is to ensure there is opportunity for the community to change previous consent if the situation has changed given COVID. Sufficient proof of consent includes documented oral consent or even a one-line email.
Indigenous partner requests for support may potentially act as proof of approval for fieldwork activities within communities. Regardless, the process in this framework for recording this approval is important to follow.
Discussing fieldwork re-entry with employees
Finally, the manager and the employee undertaking or expected to undertake the fieldwork should have a discussion to consider its importance in line with departmental work priorities, work objectives that are time-sensitive and of high priority, and the personal circumstances of the employee. Managers cannot assume they know the health status of individual employees and are not entitled to this information, but proper accommodation measures can be implemented and risks managed when such information is disclosed. While employees are not obliged to disclose this information, the duty to accommodate is a shared responsibility, and failure to disclose will hinder management's ability to take additional measures that may be necessary in light of individual circumstances. It should be noted that management only needs to be made aware that an underlying medical condition exists, not of the medical condition itself. Any information disclosed should be handled with the highest level of confidentiality.
Employees with such a medical condition should be advised to consult their treating physician prior to a return in the workplace to discuss COVID-19 risks and allow for the identification of potential accommodation measures that could be brought to management’s attention. Each situation will be handled on a case-by-case basis, and Labour Relations should be consulted as soon as possible to determine next steps. It is recommended that a formal plan outlining the accommodation measures in place be established between the employee and the manager prior to fieldwork. Labour relations can provide support related to any discussions that may be considered more complicated or relate to
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employees who themselves may be considered higher risk. Employees may also contact their union representative(s).
Pursuant to the Canada Labour Code, Part II, employees may exercise their right to refuse dangerous work if they feel a danger exists and could submit a formal health and safety complaint. There may be other reasons why an employee may prefer not to resume fieldwork (not necessarily always outright refusal). In some situations, accommodation measures may be required. The manager should discuss these reasons and grounds with the employee to determine whether they are reasonable and discuss next steps. For assistance, consult Departmental OHS and/or Labour Relations. See the Manager’s Guide on Human Resources Issues for a Pandemic for more details and find out more about managing workplace concerns and refusal to work during COVID-19.
Self-Assessment Employees performing fieldwork should be conducting a self-evaluation prior to heading into the field every day. If an employee has symptoms, they should:
Notify their supervisor or most appropriate contact;
Contact the local public health authority to seek guidance; call 811 as applicable; and,
Call 911/emergency services if symptoms are life threatening.
Risk mitigation and management
Once the intrinsic COVID-19 risk has been calculated using the risk assessment tool, the manager should explore ways to lower the risk level. The options provided below are suggestions on lowering risk level, and it may not be appropriate to apply all of these options in all fieldwork scenarios.
Fieldwork COVID-19 risks may be avoided, mitigated or managed with the Occupational Health and Safety Management System Framework and Hazard Prevention Program (HPP). The tools therein allow for effective risk avoidance, mitigation and management. Risk mitigation plans should be in place for every COVID-19 risk level. Risk mitigation plans should take control measures using principles of the hierarchy of controls, where risk elimination should be tackled first followed by substitution, engineering controls, administrative controls and personal protective equipment (PPE) as the last resort. For moderate or high risk fieldwork, after initial risk assessment with the risk assessment tool, managers re-evaluate the initial COVID-19 risk assessment level with control measures in place (see Figure 1).
Considerations for travel, accommodations and meals during field travel
Fieldwork requires a degree of travel, and considerations must be made in terms of mode of travel and where to stay and eat during fieldwork. Always follow federal, provincial and territorial public health measures first and foremost, and follow guidelines for self-isolation post- and pre-travel as required.
1. Travel o Travel in separate vehicles or physical distance in vehicles or other modes of
transportation.
Consider installing curtains or barriers if needed (in large trucks or vans).
Consider wearing a non-medical mask if physical distancing is not viable option.
o Vehicles should be disinfected before and after use.
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o Minimize the number of vehicles shared by employees. o Minimize the number of stops along the route to limit contact with external services. o Several modes of transportation (e.g., ferries, railways) may require health checks for
every passenger prior to boarding). o Wash hands frequently, and avoid touching face.
2. Accommodations o If service providers have mitigation procedures, employees are to follow directives and
procedures of all service providers (restaurants, hotels, gas stations, grocery stores, etc.) o Always inquire about facility cleaning/disinfection protocols prior to travel. o Private accommodations / single rooms are ideal (e.g., at hotels, motels). o In shared accommodation (e.g., work camps), consider installing curtains or other
barriers if needed. o In shared accommodation (e.g., work camps), common areas and surfaces should be
cleaned regularly throughout the day depending on use frequency (e.g., washrooms, shared offices, common tables, desks, tent flaps, etc.).
o For accommodations where running water is not available, ensure employees have access to an approved hand sanitizer.
3. Meals o If possible, consider bringing meals from home. o Contactless meal delivery services are helpful in areas with such services. o Takeout meals may be an option if the employee can physical distance or use PPE. o When preparing meals away from home (e.g., motel kitchenette), ensure that all
utensils, cookware and surfaces are disinfected prior to use. o In common areas, implement staggered meal times or expanded eating areas.
Use of additional or existing partnerships to mitigate risk
Use of additional or existing partnerships may be considered as a form of risk avoidance and/or mitigation and should be included in the risk mitigation plan (see Figure 1). Not all suggestions are relevant to every fieldwork scenario. Depending on the type of fieldwork, activities and goals, the following examples can be considered ways to reinvent fieldwork in the context of COVID-19 when travel is not possible:
1. Leverage existing or previous partnerships/relationships with local residents or local Indigenous peoples to undertake part of the fieldwork under remote supervision, if safe to do so and location can be safely accessed. If an NRCan employee cannot travel to the fieldwork location, they could engage people who already live in the area, if they have previously been involved in this work.
o If locals have previously worked with the scientist, they may already be familiar with the necessary fieldwork techniques. By leveraging existing relationships and contracting arrangements, it may be possible to gather some or all of the necessary data.
o Scientists may leverage technology, like video calling, to aid the local individual(s). o In addition to previous work with NRCan, through programs such as the Surveyor
General Branch’s Surveying Capacity Building Program.
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o Consider a combination of contracting organizations and sole source contracts if leveraging existing partnerships locally to aid in undertaking part of the fieldwork.
o Additional health and safety considerations are required if choosing this option.
2. Consider collaboration with local universities, colleges or industry to complete the field work. Additional health and safety considerations are required if choosing this option.
3. Consider evaluating already existing data for use in addressing current data collection needs. o Revisit large datasets to evaluate a different subset of data or analyze in a new way. o If a large collection or repository exists, the samples therein may be re-analyzed.
4. Leverage advanced digital technologies (such as artificial intelligence or remote sensing): A. Digital technologies may assist in the collection and/or analysis of data to reduce the
number of workers and time in the field (e.g., by using mobile apps that allow workers to take pictures that are automatically processed).
B. Understanding the type of data to be collected and the goal (e.g., type of processing) will help identify how digital technologies may be helpful.
C. A cross-sectoral inventory of (A) and (B) above may be created to assess if certain data can be used by multiple actors and possibly AI.
D. NRCan’s Digital Accelerator team in OCS can provide support in identifying opportunities offered by digital technologies ([email protected]).
Contactor travel If contractors are involved in any NRCan fieldwork, the supervisor must consider:
If the contractor must transition between zones they should isolate in the new zone for 14 days prior to beginning work in that zone. If the contractor is from the same area as where the field work is taking place (e.g. same zone colour) they would not need to go through quarantine before beginning the work.
NRCan is responsible for contractor safety and ensuring that they are not potentially putting NRCan staff at risk while working together.
NRCan must provide information to contractors on our expectations for managing COVID-19 risk. Contractors should provide information to demonstrate to NRCan how they plan to manage the risks from their perspective.
The contract should stipulate that the contractor is required to implement and abide by COVID-19 measures that NRCan requires.
Contact tracing Employees in the field must track whether they come into contact with anyone (e.g., the public) while in the field. This allows the possibility of contact tracing with respect to COVID-19. If contact occurs, track the interaction on the Tracking Fieldwork Sheet. Employees must advise their manager (field supervisor), the manager will inform The COVID Reporting Mail Box , and the process/investigation will be initiated.
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Figure 1. Decision tree for activities following risk assessment, including preparation of a risk mitigation plan and re-calculation of risk level.
Step 2: Risk-based approval decision process
Fieldwork requests and risk management plans will be reviewed in a process based on the COVID-19 risk level of the specific fieldwork situations. High-risk fieldwork should be high priority before consideration for approval. High priority may be defined as mandated and catastrophic if not undertaken. Only essential fieldwork travel should be undertaken at this time. Essential travel may be defined as mandated or catastrophic if not undertaken. This may include critical gaps in data. Regardless of whether the fieldwork is high-priority or if essential travel is required, the risk-based approval process still applies. High risk fieldwork must be approved by the appropriate assistant deputy minister. Managers (or higher, at sector’s discretion) may approve low COVID-19 risk fieldwork. Moderate-risk fieldwork will require the responsible lab Director General’s (or higher, at sector’s discretion) review for approval. Approval processes for emergency situations will remain to be the typical existing procedure. Note that in an emergency, staff are encouraged to apply the protocols for safe fieldwork.
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Please note that regular fieldwork approval processes are still required in addition to the COVID-19–related approval processes in this framework. We encourage you to follow your sector guidelines for regular fieldwork in addition to the COVID-19-related approval processes contained in the framework.
Sectors must maintain copies of all fieldwork approval documents, including copies of the risk assessment reports.
IMPORTANT: Protocols (both COVID-19–specific and existing protocols) must be followed at all times when fieldwork is being undertaken. If fieldwork is approved, the employee must be able to follow the protocols in place to protect their health and safety. For example, if the protocol requires wearing PPE and that the vehicle or equipment used be disinfected after use and neither requirement can be met, the employee is unable to proceed with fieldwork.
Overview of fieldwork protocols
Operational protocols and guidelines (see Appendix A) have been developed for low-risk fieldwork (i.e., not requiring an overnight stay). The guidelines include details on taking precautions while travelling and accessing the fieldwork site and equipment, sanitization procedures, physical distancing, use of fleet vehicles and clear communication of field tasks and protocols.
Additional protocols and guidelines to be developed will include similar documents for fieldwork requiring interaction with external clients and members of the public as well as accommodations and field camps.
Both COVID-19–specific and existing protocols must be followed during all fieldwork activities.
In all scenarios, prior approval for fieldwork may be withdrawn on short notice if local circumstances change or if instructed by the Department. The COVID-19 pandemic pressure will fluctuate, resulting in possible regional outbreaks. Employees should be prepared to modify or cancel plans on short notice.
Tracking employees doing fieldwork
Tracking employees in the field is crucial to establishing fieldwork location details, transportation, accommodation information, the number of team members, the nature of the fieldwork and fieldwork timelines. It is also critical to ensuring an accurate record of employees, their work environment, health and safety concerns, and the safety precautions being taken in their situation, including if employees came into contact with anyone while in the field. In addition to work occurring in the field, staff entering NRCan buildings to access equipment or supplies will need to be tracked. These staff are expected to respect all protocols while inside NRCan buildings (e.g., physical distancing). Good records will be vital should the COVID-19 situation change and the department be required to call back employees who are out in the field.
A Tracking Fieldwork Sheet has been developed and is suggested for use. The same information must be monitored if sectors do not use the suggested process. Sector ADMs are responsible for reporting all fieldwork-related activities and events to the Deputies.
Tracking Fieldwork Sheet
Th
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Senior Building Officers (SBOs) are responsible for tracking employees entering NRCan buildings. SBOs must be made aware of employees requiring entry before or after fieldwork activities and are responsible for approving building entry.
SBO Contact List
Employees with COVID-19 Symptoms
Some of the symptoms of COVID-19 are similar to other respiratory illnesses, including the flu and the common cold. These symptoms include cough, sneezing, fever, sore throat and difficulty breathing. Additional symptoms may include muscle aches, fatigue, headache, loss of appetite, chills, runny nose, nausea and vomiting, diarrhea and loss of sense of smell or taste. Distinguishing between COVID-19 and other medical issues like a cold or allergies can be difficult. Staff should always be cautious and assume they may have COVID-19 if they exhibit new or unexpected symptoms. Be aware that some people may show no symptoms and yet still be carrying the virus.
Team members who exhibits symptoms should:
Immediately self-isolate.
Call the appropriate Health Authority help line (number should be part of Risk Mitigation Plan) and seek advice and direction on what to do. The team member should advise the Health Authority of their field situation and that they are away from home.
Inform the field team lead that they may have COVID-19 and relay the advice provided by the Health Authority.
e field team lead should:
Notify the COVID Reporting -19 Mailbox.
Inform their immediate supervisor that a team member is suspected of being infected.
Continue to closely monitor the health of the other team members.
Recommend self-isolation to other team members, whether they are exhibiting symptoms or not.
If two or more of the field team exhibit symptoms, it should be considered an outbreak and the field team lead must inform the local Medical Health Office or Health Authority that there is suspicion of an outbreak.
If the Health Authority’s advice is to self-isolate and stay on site, the field team lead will inform the accommodation manager of the situation and ensure the team member is not disturbed. Continued regular interval check-ins should be implemented to ensure appropriate action could be taken if the isolated team member symptoms worsen.
Arrange meal deliveries for isolated team member.
Ensure a reliable means of communication is available between the isolated team member, an alternate contact person (another member of the crew, field camp managers, hotel staff) and a local health authority, local medical provider or virtual clinic.
Self-isolation at home may be an option, if the work site is within reasonable driving distance of the team member’s home and the team member is able to drive home without stopping.
If the Health Authority’s advice is to evacuate the team member, the field team lead will activate the evacuation plan that is part of the Risk Mitigation Plan.
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Conclusion
Based on the level of COVID-19 risk posed to NRCan employees, the general public and Indigenous communities, this Framework will help to guide NRCan’s re-entry into fieldwork during the COVID-19 period and facilitate decision-making.
The risk assessment tool will allow for classification of fieldwork into low, moderate or high COVID-19 risk and allow for downstream identification of where risks can be avoided, mitigated or managed. Alternatives to fieldwork should be considered in order to protect the health and safety of employees and all Canadians. Fieldwork request review and approvals will be based on the COVID-19 risk level for every fieldwork situation. Protocols to mitigate and manage risks in the field are being developed and existing tracking procedures utilized to ensure safety of all fieldwork colleagues.
As the COVID-19 period continues, it is important to recognize the fluctuating nature of the situation and the need to remain flexible if new advice is announced. Extra caution and consideration must be given to workers who may become ill in the field.
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Appendix A
Guidance available NRCan Corporate Management and Services Sector: Re-entry to the Workplace Guidance
o Guidance to supervisors across NRCan’s facilities on the gradual ramp-up of research activities using the principles of adapted hierarchy of controls.
o COVID-19 resources for Canada’s natural resources sectors
NRCan Corporate Management and Services Sector: Risk assessment covering fieldwork: o Identifies risk factors for COVID-19 in fieldwork-specific workplaces and in general
workplaces that apply to fieldwork (see Table 1). Each risk factor’s weighted ranking can be combined to produce an overall risk factor for a fieldwork situation:
Low risk = risk level 9–18 Moderate risk = risk level 19–33 High risk = risk level > 33
o Online Risk Assessment Tool
Assess the risk level of your fieldwork (EN)
NRCan Occupational Health and Safety: Operational protocols. o On-the-ground operational protocols to mitigate COVID-19 spread during fieldwork
steps (i.e., touching surfaces, working with others, airborne contamination). Disinfecting Procedures for Presumptive and Confirmed COVID-19 Cases Fieldwork Equipment and Cleaning – COVID-19 Use of Fleet Vehicles – COVID-19
Indigenous Services Canada: Practical guidance on public health measures to reduce the potential for the spread of COVID-19 within Indigenous communities that are nearby resource sector operations.
Protecting the health and safety of Indigenous Communities in close proximity to natural resource operations: Guidance for Indigenous communities (EN)
Guidance for industry in Canada's natural resource sectors to protect the health and safety of workers and nearby communities (EN)
Office of the Chief Human Resource Officer (OCHRO), Health Canada and Public Services and Procurement Canada: Guidelines on workplace re-entry.
o Guidebook for departments on easing restrictions
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Appendix B
Table 1. COVID-19 risk factors identified by the NRCan COVID-19 Return to Work Risk Assessment for fieldwork re-entry.
Risk factor Definition
Fieldwork includes travel Travel results in interactions with external services and potentially other travelers.
Local/regional infection level (applies to all workplaces)
Consider infection level of region of fieldwork.
Provincial restrictions or requirements not included in common factors (applies to all workplaces)
Consider restrictions or requirements of region of fieldwork.
Job activities and potential for increased levels of exposure over “ambient”
Degree to which job function requires handling of / interaction with spaces or materials more likely to be contaminated (e.g., work with co‐workers at less than 2 m such as single car commute).
Level of worker control over work environment
Degree to which workers can specify/control work environment including where work is completed (e.g., work anywhere within site, work at a few fixed points or one fixed point, and time of day).
Level of interaction with external clients or the public
To what degree does the fieldwork require interaction with external clients or members of the public?
Density of people – maintaining physical distancing
Are there required activities that bring workers within 2 m of one another?
Frequency of disinfection of surfaces and equipment
How often surfaces and equipment touched by/used by workers is disinfected.
Need to interact with/use common materials, surfaces and/or equipment
Materials, surface and/or equipment that are shared by workers including elevators, stairways, washrooms, computers, printers, etc.
Duration of co-presence (may be increased due to requirement to work in pairs)
How long workers are present in the workplace along with other workers.
Need to interact with/use external services
Requirement to use or interact with services outside of the workplace excluding travel services (e.g., stores, couriers, reception/security).
Air supply (indoor or outdoor work environment and, if indoor, building ventilation)
Conveyance of air to workplace, either ambient outdoor or indoor.
Urban or rural work location Local setting of workplace.
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Appendix C
Provincial, Territorial, and Other Sources of Information:
Canada Health Canada COVID-19 Site: https://www.canada.ca/en/public-health/services/diseases/coronavirus-disease-covid-19.html
NRCan Site: https://www.nrcan.gc.ca/nrcan/covid-19-coronavirus-nrcan-employees/22721
British Columbia Government Covid-19 site: https://www.healthlinkbc.ca/health-feature/coronavirus-disease-covid-19
BC Health Officer Notices: https://www2.gov.bc.ca/gov/content/health/about-bc-s-health-care-system/office-of-the-provincial-health-officer/current-health-topics/covid-19-novel-coronavirus BC Regional Health Authority Contacts: https://www2.gov.bc.ca/gov/content/health/about-bc-s-health-care-system/partners/health-authorities/regional-health-authorities
BC Centre for Disease Control: http://covid-19.bccdc.ca/
Alberta Government Covid-19 site: https://www.albertahealthservices.ca/
Saskatchewan Government Covid-19 site: https://www.saskatchewan.ca/government/health-care-administration-and-provider-resources/treatment-procedures-and-guidelines/emerging-public-health-issues/2019-novel-coronavirus/public-health-measures
Manitoba Government Covid-19 site: https://www.gov.mb.ca/covid19/
Ontario Government Covid-19 site: https://covid-19.ontario.ca/
Quebec Government Covid-19 site: https://www.quebec.ca/en/health/health-issues/a-z/2019-coronavirus/
New Brunswick Government Covid-19 site: https://www2.gnb.ca/content/gnb/en/departments/ocmoh/cdc/content/respiratory_diseases/coronavirus.html
Nova Scotia Government Covid-19 site: https://novascotia.ca/coronavirus/
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Prince Edward Island Government Covid-19 site: https://www.princeedwardisland.ca/en/topic/covid-19
Newfoundland Government Covid-19 site: https://www.gov.nl.ca/covid-19/
Yukon Government Covid-19 site: https://yukon.ca/covid-19
Northwest Territories Government Covid-19 site: https://www.gov.nt.ca/en/covid-19-coronavirus-disease
Nunavut Government Covid-19 site: https://www.gov.nu.ca/health/information/covid-19-novel-coronavirus
Indigenous Resources developed by Siksika Nation: https://www.facebook.com/pg/SHWCsiksika/videos/
Indigenous Services Canada Videos: https://www.youtube.com/playlist?list=PLIFBXBcxaLoXmSAP8cdveHBuZSIsTKtxu
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Appendix D
Risk level scenario examples
The following are examples of scenarios and criteria for each COVID-19 risk category provided to support the risk assessment and manager decision:
Please note that these are intended to give examples of each COVID-19 risk category in terms of intrinsic risk (i.e., before control measures are in place). Risk levels can be lowered with the application of appropriate control measures.
General principles:
All fieldwork adheres to local public health authority and jurisdictional restrictions, including inter-provincial travel and entering Indigenous communities or sites.
All fieldwork adheres to the most demanding guidelines, whether NRCan’s or jurisdictional safety protocols/guidelines.
Note: In general, it is NRCan’s responsibility to ensure risks can be managed or mitigated through protocols and that employees are able to follow protocols. However, in the event of unforeseen circumstances (e.g., vehicle breakdown), employees have a personal responsibility to maintain their safety if in unpredictable circumstances.
Low Risk Criteria:
- “Work-alone” risks can be adequately mitigated, including limiting travel to easily accessible sites and/or utilizing existing check-in protocols. If working alone, employees must comply with the NRCan Working Alone Policy.
- Air supply is primarily outdoor. - Common materials/surfaces can be frequently sterilized or avoided. - Complete employee control over work environment. - Density of people and co-presence is negligible (i.e., no contact with other
individuals/colleagues). - Fieldwork is permitted only within daily driving limits (500 km in total) of the National Joint
Council Travel Directive. - Location may be urban or rural but limited travel required (car ride from home/office, can be
completed in one day without stopping with the exception of fuelling). - Managers will be required to track their employees. - No increased level of exposure due to job activities. - No or very limited need to interact with/use external services (e.g., gas station). - NRCan-controlled facility/forest/field/research area. - Transportation and field activities can be completed using physical distancing. Single-person use
of fleet vehicles or personal vehicle to and from field-site in all cases.
Example 1: A single individual leaves from a forest centre/home and drives in a fleet vehicle alone to a research forest, performs fieldwork (e.g., observation/sampling) on their own and drives back to the forest centre. The fleet vehicle and equipment can be sanitized before and after the fieldwork activity. Employee has access to a mobile phone or other to call in case of emergency.
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Example 2: Two individuals make a daytrip in two separate, sanitized fleet vehicles to travel to a research forest. They maintain social distance while completing fieldwork and do not share common equipment or sterilize as necessary. Employee has access to a mobile phone or other to call in case of emergency.
Example 3: A single individual leaves from TFSS (Sheffield Road Ottawa), drives alone in a pick-up truck, observes if the contractor is respecting the clauses of the contract for clearing the vista along the international boundary. Interaction with the contractor is required while respecting social distancing. The individual stays one night in a local hotel and returns to TFSS. Employees can bring food if required to limit interaction with external services. Employee has access to a mobile phone or other to call in case of emergency.
Moderate Risk Criteria:
- Air supply is mixed outdoor and indoor with adequate ventilation. - Common materials/surfaces may not be frequently sterilized or avoided. - Density of people and co-presence in field site is negligible. Where needed, province-specific
control measures may be used, such as non-medical face masks for a short duration). - Fieldwork requiring overnight stay is permitted, but hotels/accommodations selected must have
private washrooms and, to the extent possible, private kitchenettes. - Job activity may increase potential for exposure (e.g., close contact, nature of work). - Limited level of exposure due to job activities. - Limited need to interact with/use external services (e.g., gas station, stores, lodging reception). - Moderate-to-low employee control over work environment. - Moderate-to-long distance travel by vehicle intra-province and between neighbouring
provinces, where permitted. - Moderate-to-long distance travel by vehicle to a rural location. - Transportation and field activities can be completed using physical distancing and mitigation
methods. Single-person use of fleet or personal vehicles to and from field-site where possible. However, two-person use of fleet vehicles could be considered in exceptional cases, with the appropriate use of provincially-directed control measures, such as face masks.
- Use of self-contained commercial accommodation/lodging and restaurant/takeout services, according to provincial guidelines.
Example 1: Two employees travel in one vehicle to non-NRCan owned/managed mine with individual overnight accommodations in a motel and work in close proximity respecting physical distancing. The site is not in close proximity to a remote/Indigenous community. The fleet vehicle and equipment can be sanitized before and after the fieldwork activity.
Example 2: Multiple employees travel in separate vehicles to a town to access an NRCan-owned facility. They maintain social distance while completing fieldwork but are not able to fully sanitize shared equipment. They stay overnight in a hotel in separate rooms.
Example 3: One employee travels in a government vehicle to a rural Indigenous community, with overnight accommodations in a motel, on non-NRCan owned/managed facilities. Fieldwork is in the Indigenous community within the Band Administration building and outdoors in the community. Fieldwork is at the request of the Indigenous community.
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High Risk Criteria:
- Any optional, high-risk fieldwork should not be undertaken. - Commercial or private multi-person conveyance (e.g., aircraft, rail, boat) required. Note
potential exceptions for ferry travel only in Step 1: Risk assessment to determine risk level. - Consider alternative ways to complete the fieldwork (e.g., hire and train locals to collect
data/samples and ensure safety). - Density of people may be high and with a long duration of co-presence. - Employee must be willing to complete the fieldwork, be informed of risks and practice public
health advice to mitigate risk. - Employee must follow operational protocols (e.g., sanitization, etc.) - Interaction with external services may be unavoidable (e.g., stores, reception, lodging). - Job activity may increase potential for exposure (e.g., close contact, nature of work). - Limited choice in accommodations available. - Must adhere to any third-party safety protocols - Obtain approval from Indigenous/remote community leaders if work takes place in close
proximity or within Indigenous/remote communities. - Physical distancing measures are not able to be consistently met. - Proximity to Indigenous communities. - Regular check-ins required and field work adjusted as needed, based on changes to risk level or
direction from local public health authority. - Use of materials/surfaces by more than one person without sterilization between users may be
unavoidable or unfeasible (e.g., gas stations, accommodation/lodging requirements).
Example 1: A group of individuals on a two-week visit at a non-NRCan field camp for work in a rural non-NRCan lumber mill near an Indigenous community. They travel via a small aircraft followed by vehicle transport with multiple people in one vehicle. The field camp has shared bathrooms and sleeping accommodations. Employee has access to a mobile phone or other to call in case of emergency.
Example 2: One individual travels via airplane and rents a truck to visit an NRCan forest. They stay overnight in a motel. Employee has access to a mobile phone or other to call in case of emergency.
Example 3: A group of individuals must respond to an emergency or critical hazards monitoring infrastructure failure on short notice (4–24 hour notice), with travel by truck and civilian or military transport. Employee has access to a mobile phone or other to call in case of emergency.
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Appendix E
Fieldwork Guidelines: Consulting with Indigenous Communities Prior to Re-entry
During the COVID-19 pandemic, numerous Indigenous (First Nation, Métis or Inuit) communities across Canada have called a state of emergency, and some have included check-stops at community entrances to reduce the spread of the virus. Any planned engagement should be conducted in a flexible manner, sensitive to the health crisis.
The COVID-19 pandemic is creating a heavy strain on Indigenous communities. The pandemic is affecting their capacity to continue to engage with the Crown on various projects or programs. The risk of an outbreak in remote and northern communities is likely to place a strain on limited local critical infrastructure and medical resources — with potentially devastating impacts at the local and regional levels. Therefore, any ongoing or planned engagement should be approached in a flexible manner, sensitive to the current health crisis. This guidance builds on public health guidance and operational requirements put in place by federal and provincial/territorial governments for industry operations. It should also be considered within the context of local communities, as needs will continue to vary across the country. It is recognized that community leadership or a leadership designate best understands local needs and circumstance.
Indigenous community: There are more than 630 First Nation communities in Canada, which represent more than 50 Nations and 50 Indigenous languages. There are 53 Inuit communities across the northern regions of Canada in Inuit Nunangat including parts of Yukon, NWT, Nunavik (Northern Quebec), Nunatsiavut (Labrador) and Nunavut. There are Métis communities throughout Ontario, Manitoba, Saskatchewan, Alberta, British Columbia and NWT. To find the exact location of these communities, refer to the ATRIS link below.
Due to the current situation, NRCan has identified three scenarios requiring employees to receive approval from an Indigenous community and one scenario requiring notification in order to complete fieldwork. Managers are responsible for ensuring that the appropriate approvals have been obtained or Indigenous communities notified, as per the identified four scenarios. This responsibility ensures that NRCan staff are following community-specific COVID protocols, ensuring the health and safety of all community members. The fieldwork risk assessment cannot proceed until approval is received in writing from community leadership or a leadership designate or until appropriate notification has been provided as outlined in four identified scenarios below.
Four scenarios have been developed to identify when approval from the community is required for fieldwork (except for working within 20 km of a rural or remote Indigenous community, requiring notification). Please refer the following for information on states of local emergency, community, and band office closures: ISC BC Region FNHA and ISC BC Region SOLE – Band Office Closures). Approval is required whenever the fieldwork requires:
1. Entering or working in an Indigenous community.
Approval required.
Sector determines lead required to obtain approval from the community (e.g., community leadership or a leadership designate).
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Note: There are no restrictions associated with stopping at an Indigenous commercial establishment that is open to the public, and is directly accessible from a public highway or thoroughfare).
2. Face-to-face engagement with a resident of an Indigenous community or members living in or returning to an Indigenous community.
Approval required.
Sector determines lead required to obtain approval from the community (e.g., community leadership or a leadership designate).
Approval should be sought in advance of the work and include approval for interactions with all community members (i.e., approval should not be limited to specific positions or individuals).
If fieldwork requires hiring a community member or members living in or returning to an Indigenous community, the employee should be encouraged to comply with existing community guidelines (e.g., quarantine, physical distancing); however, approval is not required.
3. Driving through any Indigenous community that has imposed access restrictions, a local State of Emergency or check-stop is in place.
Approval required.
Sector determines lead required to obtain approval from the community (e.g., community leadership or a leadership designate).
Notification is required when: 4. Working within 20 km of a rural or remote Indigenous community.
Notification and follow up phone call required prior to fieldwork commencement at least two weeks prior to fieldwork.
Use ATRIS: https://sidait-atris.aadnc-aandc.gc.ca/atris_online/Content/Search.aspx to determine Indigenous communities located within the 20-km buffer.
Note: Notification not required if working within an urban setting.
Note that if an emergency occurs in the field (e.g., physical injury) and employees seek aid in an Indigenous community, notification to the community must be given immediately after the emergency event.
Given the likely capacity constraints in communities during the pandemic, it will be important to utilize community contacts / previous relationships as a window into community leadership or the leadership designate to obtain approvals or notifications. If approval is granted or notification is given, as appropriate, the designated Lead must provide proof of approval or notification to IARS for record keeping by saving the approval or notification documents in the following GCdocs folder: 2020 Fieldwork Indigenous Community Approvals.
Note that notification should be given 2 weeks before the proposed fieldwork start date. We encourage sectors to maintain copies of all fieldwork approval documents, including copies of the risk assessment reports.
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Notification and approval requirements would not be required if the work is being conducted on lands where access is approved and controlled, hence the potential for unintended interactions would be eliminated (e.g., DND lands, industrial lands, private lands, and National Parks).
In all cases, local circumstances will be important to consider, including the possibility that band offices, or equivalent, may be closed and unable to receive approvals or provide notifications to community leadership or a leadership designate. Judgment will need to be exercised on the basis of best efforts reasonably possible, under the accountability of the manager designated to approve the risk assessment. A precautionary approach that minimizes risk should always be taken. For example, in cases where fieldwork requires obtaining approvals to enter or work in an Indigenous community and where band offices are closed/unable to respond to requests, the fieldwork in that specific area should be halted. However, for notifications, if a decision to continue fieldwork is taken by a manager despite being unable to notify the appropriate community leadership or leadership designate there is a requirement to document both the rationale for the decision as well as efforts made to contact the band office or equivalent. It is recommended that you contact IARS, in this instance to ensure that the appropriate due diligence measures were taken and the attempts appropriately tracked.
Should such a relationship not exist with leadership or community members the following guidance provides key steps for seeking community approval:
1. Identify communities within proximity of fieldwork site:
o https://sidait-atris.aadnc-aandc.gc.ca/atris_online/Content/Search.aspx
2. Community Contact Information:
o For Inuit communities: https://www.itk.ca/
o For Métis:
Ontario: http://www.metisnation.org/contact-us/
Alberta: http://albertametis.com/contact/
Saskatchewan: https://metisnationsk.com/
Manitoba: https://www.manitobametis.com/
British Columbia: https://www.mnbc.ca/
For Métis in other provinces and territories: contact IARS (they will contact
regional coordinators to ensure the appropriate contact information is
provided)
o First Nations: https://sidait-atris.aadnc-aandc.gc.ca/atris_online/Content/Search.aspx
If the information cannot be found on ATRIS, contact IARS for further support.
3. Contact Erika Uchmanowicz with the information necessary to seek approval (i.e., with whom, when, how?)
o Communications should be provided in plain language and possibly in the local language, where requested.
o Ensure adequate documentation (i.e., engagement log) of ALL communications. o IARS can provide support during calls, virtual discussions, emails or the development of
speaking points, etc. 4. NRCan staff should also ensure that they receive, manage and respond to community comments
and requests in a timely manner.
It is possible that an Indigenous community indicates that they do not have the capacity to engage with the government because of the pandemic or that their offices are closed during the pandemic and are
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not responding to government invitations to initiate engagements. In these circumstances, re-entry activities with that community should be put on hold or suspended in order to avoid overloading the communities.
Please note that those with longstanding relationships should discuss if the community consent is maintained in the specific context of the current public health crisis and vulnerability of Indigenous communities during the COVID pandemic. This is to ensure there is opportunity for the community to change previous consent if the situation has changed given COVID. Sufficient proof of consent includes documented oral consent or even a one-line email.
Indigenous partner requests for support may potentially act as proof of approval for fieldwork activities within communities. Regardless, the process in this framework for recording this approval is important to follow.