COVID-19 Safety Plan for Century Group

This planning tool will guide you through a six-step process to develop a COVID-19 Safety Plan. You may use this document, or another document that meets your needs, to document your COVID-19 Safety Plan.

Employers are not required to submit plans to WorkSafeBC for approval but may be required by order of the provincial health officer to post their COVID-19 Safety Plans at the worksite and on the website if there is one.

Step 1: Assess the risks at your workplace

Involve workers when assessing your workplace

Identify areas where there may be risks, either through close physical proximity or through contaminated surfaces.

The closer together workers are and the longer they are close to each other, the greater the risk.

  • We have involved frontline workers, supervisors, and the joint health and safety committee (or worker health and safety representative, if applicable).
  • We have identified areas where people gather, such as break rooms, production lines, and meeting rooms.
  • We have identified job tasks and processes where workers are close to one another or members of the public. This can occur in your workplace, in worker vehicles, or at other work locations (if your workers travel offsite as part of their jobs).
  • We have identified the tools, machinery, and equipment that workers share while working.
  • We have identified surfaces that people touch often, such as doorknobs, elevator buttons, and light switches.

Step 2: Implement protocols to reduce the risks

Select and implement protocols to minimize the risks of transmission. Look to the following for information,

input, and guidance:

  • Review industry-specific protocols on worksafebc.com to determine whether any are relevant to your industry. Guidance for additional sectors will be posted as they become available. If protocols are developed specifically to your sector, implement these to the extent that they are applicable to the risks at your workplace. You may need to identify and implement additional protocols if the posted protocols don’t address all the risks to your workers.
  • Frontline workers, supervisors, and the joint health and safety committee (or worker representative).
  • Orders, guidance, and notices issued by the provincial health officer and relevant to your industry.
  • Your health and safety association or other professional and industry associations.

Different protocols offer different levels of protection. Wherever possible, use the protocol that offers the highest level of protection. Consider controls from additional levels if the first level isn’t practicable or does not completely control the risk. You will likely need to incorporate controls from various levels to address the risk at your workplace.

First level protection (elimination) — Limit the number of people in your workplace where possible by implementing work-from-home arrangements, establishing occupancy limits, rescheduling work tasks, or other means. Rearrange work spaces to ensure that workers are at least 2 m (6 ft.) from co-workers, customers, and members of the public.

Second level protection (engineering controls) — If you can’t always maintain physical distancing, install barriers such as plexiglass to separate people.

Third level protection (administrative controls) — Establish rules and guidelines, such as posted occupancy limits for shared spaces, designated delivery areas, cleaning practices, and one-way doors and walkways to keep people physically separated.

Fourth level protection (PPE) — Masks are an important tool in the prevention of COVID-19 transmission. Implement mask policies appropriate to your workplace and ensure that they are in alignment with orders or guidance from the provincial health officer. Ensure that masks are selected and used appropriately. Signage is available on using masks correctly.

First level protection (elimination): Limit the number of people at the workplace and ensure physical distance whenever possible

  • We have considered how occupancy limits may be used to manage areas of crowding and congestion in the workplace. Occupancy limits may be established for the workplace as a whole, as well as for areas within the workplace such as break rooms, meeting rooms, change rooms, washrooms, and elevators. Employers are advised that some sectors and events may have occupancy limits prescribed by the provincial health officer.
  • In order to reduce the number of people at the worksite, we have considered work-from-home arrangements, virtual meetings, rescheduling work tasks, and limiting the number of customers and visitors in the workplace.
  • We have implemented measures to keep workers and others at least 2 meters apart, wherever possible. Options include revising work schedules and reorganizing work tasks.

CGLC Control Measures in place

Working off-site or remotely:

Office staff has been reduced from approximately 80 to 40 office staff by utilizing existing technology that has enabled office staff to work offsite, remotely, or at home.

Changes to work schedules:

Staff rotates on a schedule from working at the office, offsite, or working at home.

Changes to how tasks are done:

Avoidance of meetings or gatherings where physical distancing cannot be maintained.

Occupancy limits for workers: Implemented reduced occupancy as described below:

  • Office generally: Recommended occupancy limit of 50 people.
  • Private offices: Recommended occupancy limit of one person.
  • Workstations: Recommended occupancy limit of one person.
  • Mail room: Recommended occupancy limit of one person.
  • Restroom: Recommended occupancy limit of one person and posted signage accordingly.

Limiting or prohibiting visitors:

Century Group has limited the visitors to head office for essential meetings only. We have encouraged all staff to use Google Meet for online video meetings.

Restricted access:

Public access to Century Group is restricted to FOB access and/or buzzed in on approval.

Second level protection (engineering): Barriers and partitions

  • We have installed barriers where workers can’t keep physically distant from co-workers, customers, or others.
  • We have included barrier cleaning in our cleaning protocols.
  • We have installed the barriers so they don’t introduce other risks to workers (e.g., barriers installed inside a vehicle don’t affect the safe operation of the vehicle).
  • For buildings with heating, ventilation, and air conditioning (HVAC) systems: We have reviewed available information on ventilation and air circulation and have ensured, to the extent that we are able, that these systems are properly maintained and functioning as designed.

 

CGLC Measures in place:

  • We have installed plexiglass barriers at reception and at individual workstations throughout the office.
  • We have installed foot-holds on washroom doors and on selected lower kitchen cupboards.
  • We have installed hand sanitizer stations throughout the office.
  • We have placed disinfectant wipes and disinfectant spray stations throughout the office.
  • The landlord has upgraded the air filters in the building’s HVAC system to MERV 5 to a MERV 13 rating.
  • Third level protection (administrative): Rules and guidelines
    • We have identified rules and guidelines for how workers should conduct themselves.
    • We have clearly communicated these rules and guidelines to workers through a combination of training and signage.

Measures in place

List the rules and guidelines that everyone in the workplace has to follow to reduce the risk of person-to-person transmission. This could include things like using one-way doors or walkways, using single-use (disposable) products and wiping down equipment after use. Consider creating pods of workers who work together exclusively to minimize the risk of broad transmission throughout the workplace. If this information is in another document, identify that document here.

Century Group Measures in Place:

Our COVID-19 office protocols are communicated via email, posted educational signage, and Jostle articles.

Continuous monitoring and compliance with the directives issued by the Public Health Agency of Canada and the Province of British Columbia.

Fourth level protection: Using masks (optional measure in addition to other control measures)

  • We have a policy on the use of masks that is appropriate to the workplace, and that is in alignment with orders and guidance from the provincial health officer.

We have posted the following WorkSafe BC posters throughout the office:

We have posted the following Century Group occupancy limit posters throughout the office:

Mandatory Vaccination Policy:

Century Group implemented a mandatory vaccination policy for all staff and visitors as a condition of entry to head office. This is verified through the use of the BC Vaccine Card Verifier app.

Implement effective cleaning and hygiene practices

  • Our workplace has enough handwashing facilities on site for all our workers. Handwashing locations are visible and easily accessed.
  • We have policies that specify when workers must wash their hands and we have communicated good hygiene practices to workers. Frequent handwashing and good hygiene practices are essential to reduce the spread of the virus. [Handwashing and Cover coughs and sneezes posters are available at worksafebc.com.]
  • We are maintaining a clean environment in the workplace through routine cleaning practices.
  • Workers who are cleaning have adequate training and materials.

Cleaning protocols

Provide information about the cleaning and hygiene practices at your workplace.

CGLC Measures in place:

Handwashing Facilities:

Staff have access to both hand sanitizing stations and sinks to wash their hands.

Handwashing poster: We have posted the following signage throughout the office

Prevent the spread of communicable disease: Cover coughs and sneezes

Prevent the spread of communicable disease: Handwashing

Cleaning Protocols/Environment:

Century Group has also enhanced our cleaning standards whereby high-touch points are thoroughly cleaned 2-4 times daily. In addition, our nightly janitorial company conducts enhanced cleaning protocols.

Examples of high touch points are:

  • Door handles
  • Drawer handles
  • Light switches
  • Elevator buttons
  • Phone handles
  • Restroom fixtures
  • Lobby/Kitchen surface countertops (main kitchen, spice kitchen, cafe kitchen, cafe island)
  • Kitchen Appliances (coffee machines, dishwashers, kettle, and refrigerators)

Disinfectant wipes are available to all staff for personal workspace surfaces to disinfect high-touch areas at users' discretion (i.e. desk surface, telephone, keyboard, mouse, armchairs, etc.).

Step 3: Develop policies

Develop the necessary policies to manage your workplace, including policies around who can be at the workplace, how to address illness that arises at the workplace, and how workers can be kept safe in adjusted working conditions.

Our workplace policies around COVID-19 symptom management align with the guidance of public health.

  • We have policies in place to support workers in receiving COVID-19 vaccinations to the extent that we are able.
  • Employers may implement vaccination policies at their workplaces. Employers with vaccination policies have clearly communicated this policy to workers. More information is available at worksafebc.com/en/covid-19/vaccination-and the- workplace.
  • Some employers may have rapid COVID-19 point-of-care screening programs or have access to rapid antigen tests. Any such programs are conducted in accordance with BCCDC guidance and clearly communicated to workers as appropriate.
  • All individuals must follow the guidance of public health around COVID-19 illness, isolation, and symptom management.
  • Visitors are prohibited or limited in the workplace.
  • First aid attendants have been provided OFAA protocols for use during the COVID-19 pandemic.
  • We have a working alone policy in place (if needed).
  • We have a work-from-home policy in place (if needed).
  • Ensure workers have the training and strategies required to address the risk of violence that may arise as customers and members of the public adapt to restrictions or modifications to the workplace. Ensure an appropriate violence prevention program is in place.

Step 4: Develop communication plans and training

You must ensure that everyone entering the workplace, including workers from other employers, knows how to keep themselves safe while at your workplace.

  • We have a training plan to ensure everyone is trained in workplace policies and procedures.
  • All workers have received the policies for staying home when sick.
  • We have posted signage at the workplace to communicate policies and procedures as required.
  • Supervisors have been trained on monitoring workers and the workplace to ensure policies and procedures are being followed.

Step 5: Monitor your workplace and update your plans as necessary

Things may change as your business operates. If you identify a new area of concern, or if it seems like something isn’t working, take steps to update your policies and procedures. Involve workers in this process.

  • We have a plan in place to monitor risks. We make changes to our policies and procedures as necessary.
  • Workers know who to go to with health and safety concerns.
  • When resolving safety issues, we will involve joint health and safety committees or worker health and safety representatives (or, in smaller workplaces, other workers).

Step 6: Assess and address risks from resuming operations

If your workplace has not been operating for a period of time during the COVID-19 pandemic, you may need to manage risks arising from restarting your business.

  • We have a training plan for new staff.
  • We have a training plan for staff taking on new roles or responsibilities.
  • We have a training plan around changes to our business, such as new equipment, processes, or products.
  • We have reviewed the start-up requirements for vehicles, equipment, and machinery that have been out of use.
  • We have identified a safe process for clearing systems and lines of product that have been out of use.

Be advised that personal information must not be included in the COVID-19 Safety Plan

Personal information is any recorded information that uniquely identifies a person, such as a name, address, telephone number, age, sex, race, religion, sexual orientation, disability, fingerprints, or blood type. It includes information about a person’s health care, educational, financial, criminal, or employment history. Visit https://www.oipc.bc.ca/about/legislation/ for more information.