Resumption of Activity – Risk Mitigation Planning

Infectious Disease Control

In order to comply with the Occupational Health and Safety Act Part III s.32(25), and to limit the potential for exposure and spread of the COVID-19 virus, the following resumption of activities planning document has been developed and aligned with current government and public health protocols.

These sections of the act speak to the responsibilities of the employer to: “take every precaution reasonable in the circumstances for the protection of a worker” and “provide information, instruction and supervision to a worker to protect the health and safety of the worker”.

During planning stages, the following checkpoints are recommended by Public Services Health and Safety Association (PSHSA):

There is a plan for a gradual re-opening that is informed by government directives and guidelines.

There is a system for identifying, tracking and reporting potential cases of COVID-19 at the workplace.

Roles and responsibilities of key workplace parties/individuals are identified.

Risk assessments and job hazard analyses are performed to identify needs and types of controls required.

Personal Protective Equipment (PPE) and other required controls are obtained.

COVID-19 related education and training is developed for workers and supervisors.

There is a plan in case of a second wave.

WHO:

What department/group is to return

Number of staff to return

WHERE:

What locations will staff be working in

Will there be shared office/work space/lab

Will there be shared assets (computers, keyboards, chairs, etc.)

Will other departments be sharing this space

Are there common areas such as break rooms

WHAT:

What work will they be doing

WHY:

Why are these individuals needing to return to campus

HOW:

What measures will be in place to maintain a safe, risk free environment

What is the specific plan that will be communicated

Resumption plans are to be based on the following:

Examples Minimizing Risk on Physical Campus: Hierarchy of Controls

Using a hierarchy of controls as a response framework to mitigate risk, functional units can take a range of actions ─ weighing the effectiveness and financial impact of each ─ to combat COVID-19 in their areas.

MOST EFFECTIVE

LEAST EFFECTIVE

Hierarchy of Controls:

The use of the hierarchy of controls for any hazard is considered a best practice when dealing with the hazards of infectious agents.

The hierarchy of controls can be described as hazard control measures in descending order of effectiveness:

(1) elimination of a hazard;

(2) substitution with something less hazardous

(3) engineering controls;

(4) administrative controls (including training) and work practices; and,

(5) personal protective equipment.

The following provides some examples of the hierarchy of controls:

1. Elimination of potential exposures to workers:

Eliminating the potential source of exposure ranks highest in the hierarchy of controls.

Examples of controls in this category include:

Taking steps to minimize visits to a workplace by people with known infections, thereby reducing/eliminating potential exposure of the workers to infectious agents.

2. Substitution: - not applicable infectious disease control

3. Engineering controls:

Engineering controls rank second in the hierarchy of controls. They are particularly effective because they reduce or eliminate exposures at the source and many can be implemented without placing primary responsibility of Implementation on individual workers.

Examples of engineering controls include:

Installing partitions or barriers in front line customer service areas, thereby reducing their potential exposure to infectious agents.

4. Administrative Controls and Work Practices:

Administrative controls and work practices are policies and practices which prevent or minimize exposures. As a group, they rank third in the hierarchy of controls because their effectiveness is dependent on consistent implementation by management and workers.

Examples of administrative controls and work practices include:

Promoting and providing vaccination of workers.

Promotion of and use of good hand hygiene practices of workers (and visitors).

Taking steps to exclude or re-assign ill workers and other personnel while they are infectious.

Implementing respiratory hygiene/cough etiquette strategies for workers and visitors.

Screening for illnesses.

Providing appropriate training and communication to workers regarding the hazards of infectious agents and appropriate control measures to be taken.

5. Personal protective equipment (PPE):

PPE ranks lowest in the hierarchy of controls. It is a last line of defence for workers against hazards related to infectious agents that cannot otherwise be eliminated or controlled.

Examples of PPE include:

Appropriate masks.

Eye protection.

Gloves, gowns or other apparel.

PPE must be used consistently by all workers who are required to use it. PPE is effective only if used throughout potential exposure periods, and will not be effective if adherence to its proper use is incomplete or when exposures to infectious patients or ill co-workers are unrecognized. PPE must be used and maintained properly to be effective. PPE must not be used on its own, but in conjunction with other recognized controls. Where workers must use PPE, there may be requirements in applicable regulations. For instance, the Health Care and Residential Facilities Regulation requires that workers must be instructed in the use, care and limitations of the PPE, such as when and how to use PPE, how to dispose of PPE (if applicable), how to clean and disinfect the equipment and how to maintain it.

Careful attention to elimination of workers’ potential exposures to infectious agents, engineering controls, administrative controls and work practices will reduce workers’ need to rely on PPE.

Routine Practices for Infection Prevention and Control

The hierarchy of controls should always be used when controls are required to protect workers from the hazards of infection.

The hierarchy of controls complements current guidance regarding a standard approach to encounters with infection hazards known as “routine practices” (also known as “standard precautions” in the USA) and “additional transmission based precautions”. In the prevention of infections, routine practices are applied to all tasks regardless of whether a diagnosis is known; additional precautions are taken based on a patient’s/client’s/resident’s symptoms or on consideration of the potential agent involved; and, as a more clear diagnosis is learned, more specific precautions can be taken.

Operational Guidelines

Workplace parties should consider the following as operational guidelines for worker protection with respect to infectious agents:

Hazard controls related to infectious agents should be selected based on the hierarchy of controls.

Known, well-understood principles such as “routine practices” for infection prevention and control are necessary in order to protect workers even when an infectious agent is not known.

Scientific certainty is not required before reasonable hazard controls including protective measures for workers are implemented. Where worker protection is concerned in situations where the scientific knowledge or evidence about an infectious agent is uncertain, any decision in the selection of controls should favour worker protection (e.g. a higher level of protection or hazard control should be favoured).

A higher level of hazard control and worker protection should remain in place until new scientific knowledge and/or evidence about the infectious agent indicates that workers would continue to be protected at a reduced or lower level of protection

(Application of Hazard Control Principles, including the Precautionary Principle to Infectious Agents

Version 1.0 October 28, 2011)

The below Resumption of Activity – Risk Mitigation Plan is for guidance and support purposes only. Please use the provided TEMPLATE when drafting a Resumption of Activity – Risk Mitigation Plan.

There is space available on the template that allows for the inclusion of items that are in addition to those noted should there be other measures initiated by the individual areas that contribute to risk mitigation.

Resumption of Activity – Risk Mitigation Plan

Infectious Disease Control

(Save this document prior to completion – then select submit button to send directly to COVIDOTF@ontariotechu.ca (Please do not change the format of this template. Submit this template instead).

For a list of resources regarding signage templates, researcher space planning checklists, cleaning guidelines, etc., please visit the Health & Safety website.

DATE COMPLETED:	Select Date
FACULTY/DEPARTMENT:
COMPLETED BY:
DEAN/UNIT LEADER:
REQUESTED RETURN DATE:
TOTAL NUMBER OF PEOPLE TO RETURN:
Work/activity Area(s): (include room number(s), building(s), space identification)
Will people be isolated to this area or will they need to access other rooms for which this plan is not relevant?
Has a Resumption of Activity - Risk Mitigation Plan been previously approved for the above listed area(s) (i.e. Is this submission an amendment)? Yes or No? If Yes, please highlight any new/revised content within this document. Please outline why these changes are needed (e.g. operational changes, risk identified, number of people, etc.).
Will there be any ancillary services needed to support this plan – OCIS, facilities, 3rd party services?	Example: Any testing to be completed prior to start up. Any inspection or certification required. Any resources where a contractor may be required to certify equipment prior to start up.
Does this area need to comply with an outside legislation or regulatory body (dental, nursing etc.) Yes or No?
If Yes to above, will this compliance be in place at the return point or will other actions need to be taken?
Research Applications ONLY: *Note: Applications to Re-Open Laboratory and/or Resume On-Campus Research will not be approved by the VPRI without an approved Resumption of Activity – Risk Mitigation Plan.
Is this space shared with other researchers? Yes or No? (If Yes, please work collaboratively with others using the space to complete this document, schedule lab activities, etc.)

ITEM	Y	N	N/A	DETAIL (provide information that reflects actions taken and plans in place to ensure risk mitigation)
PEOPLE
Have people been asked to continue to work from home wherever possible?	Have you reviewed the work force and identified those who must return to campus versus those who can continue to work from home until this campus sees full, unrestricted reopening per government direction? Have you considered identifying groups and prioritizing their need to return? If returning – does this need to be a full 5 day/week return or less?
Access to area is restricted to essential personnel and approved visitors.	How is visitor access controlled? How is this limitation managed and controlled?
Have those returning been made aware of daily self-screening requirements (including staying home if feeling unwell), COVID reporting requirements and process?	Aside from campus wide direction to self-screen daily (signage posted on entry doors), how have you communicated this need to those returning? Have you communicated the need to do this prior to coming to campus?
Is on campus work/lab space shared?	Do you share this area with others outside of your area of responsibility? (Shared common room, lab area, workplace available by schedule, office space etc.)
If yes to the question above, how will appropriate physical distancing be maintained ensuring there are no shared assets where possible. Where assets must be shared, are appropriate sanitation measures are in place? Can people sharing an office/work/lab space be temporarily relocated?	Have shared assets been identified and if so what sanitation protocols have been developed? What product(s) will be used? Have shared offices been reviewed and how will distancing be managed/maintained? Have you temporarily relocated anyone?
Has shift work and/or access scheduling been considered to reduce number of people entering/exiting at the same time?	Provide detail regarding the implementation of shift work if this has been planned. If N/A – clarify if you are not able to do this, if your workforce is remaining remote, if you have a partial return.
Are supervisors aware of the need to track employees and visitors working on campus in order to support contact tracing? This involves knowing who was on campus and in which locations.	Describe how this is being addressed/monitored. Given that there may be only partial return to campus we need to know who is on campus on what days should we be asked to provide information for contact tracing purposes.
Has directional movement been considered in this space – assigning in/out doors, traffic flow – to ensure proper distancing where possible? (For research labs, please refer to the Laboratory Space Planning and Distancing Guideline.)	This would apply to spaces where limiting 2-way traffic may be possible. Consider access doors – review space where people may need to pass by each other with less than 2 m distancing and determine if directional movement would be possible.
Are people aware of any campus limitations such as access to food services or others that may be in place?	There will continue to be limitations to food and cafeteria access so it is important to communicate this to those returning to campus. Detail how this is communicated to your area.
Are people aware to continue with virtual meetings wherever possible?	Is there an anticipated need for face-to-face meetings and if so how will this be done safely? This is not recommended.
Are people aware of their right to refuse work they deem to be unsafe per the Occupational Health and Safety Act?	This was reflected in the mandatory training. Those who completed this should be aware of this. Verify this training has been completed – detail how this is and will be done.
Are people aware of and trained on all new protocols developed for working safely in the area?	The protocol referenced here are any that will be or have been implemented within the individual space. This may include sanitation, reporting, shift work, scheduling of appointments, no drop in visits. It is expected there would be some revision to internal protocols reflected in this section.
Is a sanitation protocol in place and communicated for cleaning of high touch point/shared assets such as photocopiers/printers or other items - including posted signage?	This detail should reflect a review of assets within this space – equipment (fixed and portable), desk space, computer etc. Indicate what products will be used and reflect that proper use has been clearly communicated (may include the contact time required when product is applied to surfaces – e.g. Spray wet, sit for 10 min then wipe).
Where customer service is part of the operation, are appropriate protocols (aligned with public health recommendations) in place to ensure safety? This may include installation of barriers, floor markings at 2 metre distance, cleaning protocols for handling/transferring assets etc.	This item is only applicable where internal or external customers would come into this space. This would not be applicable to a classroom or lab setting but may be applicable to front line staff, bookstore, mailroom, student service, etc. Detail what protocols have been developed to manage this.
If distancing cannot be maintained on a consistent basis, has a hazard assessment been requested through H&S in order to develop risk mitigation recommendations?	Detail if distancing has been reviewed with no concerns over the inability to maintain this within this space at all times. If it is evident that there are areas or circumstances, where this is not possible then a risk assessment should be requested. NOTE – the wearing of a mask or facial covering does not replace the need to maintain distancing.
Are people aware of updated 3rd party cleaning protocols (twice-daily high touch point cleaning; reduced office dusting/vacuuming, etc.)	How has it been communicated that 3rd party cleaning services will be modified with reduced frequency for such things as dusting and vacuuming in order to allow focus on high touch points. Have people been made aware of the cleaning guidelines document on the website?
Has it been recommended that people sanitize their own work areas on a regular basis? This would include phones, keyboards, mice etc.	How has this been communicated and what products will be used to support this need?
Are people encouraged to perform regular handwashing – when entering/prior to exiting where possible and frequently during the day?	Aside from the campus wide signage – is there anything within the space itself that promotes this initiative? Do people have the ability to wash their hands upon entering and prior to leaving this space? Is hand sanitizer available – provide detail.
Have people checked to ensure their contact information is accurate within My Campus (current phone numbers) should they be needed to support contact tracing?	How has this been communicated and is the process for this understood. This item supports contact tracing should the need arise.
If a third party service provider is requested, will they be provided with the institutional COVID reporting protocols and screened prior to coming on campus?	Third party service providers are external to the campus and may be contacted for repair work, copier trouble shooting etc. If these are not contacted through facilities then the contractor expectation document must be provided in advance of them coming on site. Is this process communicated and if so, how.
Additions:
Add any other items that may be unique to this space and reflect extra risk mitigation measures that may be in place. Consider the creation of an “orientation” document for return staff that communicates the expectations of working in this particular space.
PLACE
Policies and procedures for safe work practices are posted and made accessible, including: Sanitization of sites and equipment How to conduct screening How people report illness How to ensure proper distancing How work/access will be scheduled	Provide detail regarding any work scheduling, reduction of staff, etc. Detail how the daily screening protocol and other reporting has been communicated.
People (including visitors) will undergo screening before entering any university building Approved screening tool to be used in advance of coming to campus, and proof of the assessment shown to security at the designated doors Screening signage remains at designated points of entry using the latest case definition for COVID-19 There is a protocol for steps to follow in case of a positive screen	Provide detail on how this specific area will support the self-screening requirement and encourage all to ensure this is done on a regular basis. How are people working in this area made aware of the COVID reporting protocols?
Hand sanitizers (at least 60% ethyl alcohol based) are available and located throughout the area	Review the need for these within each specific area other than those that are in place throughout the campus.
Signage is posted regarding proper hand hygiene and cough/sneeze etiquette	Review the need to include signage within this specific area. Samples of developed signage are available on line through the Ready for You website – application for signage development request is included should you not find what you are looking for. Detail what has been reviewed and recommended.
Disinfectant wipes or solutions are available for cleaning work areas and equipment along with documented protocols	Detail how these have been made available and how use has been communicated.
There is an increased frequency of environmental cleaning and disinfection	Aside from overall campus protocols, has this particular space been reviewed to determine if increased cleaning frequency is needed and if so how will this be supported.
There are receptacles and lined garbage bins for proper disposal of used items
Signage to remind people to maintain at least 2 metres distance are posted in appropriate areas such as: hallways work rooms/offices lunch rooms/common areas labs open space	Aside from campus wide signage – are specific signs recommended for use in this space and if so which ones and are they posted internally?
Signage to indicate maximum allowed number of people in an area are posted, such as: In offices/meeting rooms In waiting areas/reception	Aside from campus wide signage – are there meeting rooms or other common areas in this space that may have reduced occupancy numbers based on the requirement to maintain 2 m distancing.
Visual cues to indicate 2 metres distance are used (e.g. decals on floors, surfaces, signage)	Review if this space may require this, if so have they been installed, and where.
Seating areas are marked to space seats at least 2 metres apart	Seating areas in smaller areas should be discouraged.
There is no reading material in a reception area or other items such are business cards, maps, handouts left on counters/tables	Confirm that any of this type of material has been removed – nothing on counters or other areas where people could search through or handle hard copy material.
Non-essential items are removed from common areas (remote controls (unless cleaning protocols are in place prior to using), magazines, books, pamphlets etc.)	Detail what, if anything has been removed or if cleaning protocols have been put in place.
There is one-way flow of traffic into/out of area where possible (2 door access). Yes or No. If No, please outline safe entry/exit procedures.	Provide detail.
Physical barriers and partitions are erected in appropriate areas such as front line customer service where distancing is not possible	Has this space been identified as needing physical barriers where this type of service would be provided? If so, are they installed or to be installed? (requests for this should be submitted as a risk assessment)
Appropriate Personal Protective Equipment (PPE), if necessary, has been identified, made readily available with appropriate training in donning/doffing, use and disposal (determined through risk assessment)	Areas/activities may have PPE requirements in place pre COVID-19. Confirm that if needed – appropriate inventories are available for use and training has been provided regarding proper use. How was this done? If this is a new consideration – has a risk assessment been requested and if so what was the outcome/recommendation?
People are trained in the use and limitations of Community Protection Equipment (CPE) such as non-medical masks if necessary or required on site.	How has it been communicated that face masks/facial coverings do not protect the individual and that distancing requirements remain in place? How have people been made aware of the proper use?
There is written documentation that people have been provided appropriate training such as: How to self-monitor for COVID-19 symptoms Reporting protocols Infection prevention and control procedures Appropriate use of PPE/CPE Changes to policies, processes and operational procedures	Have supervisors checked to make sure those returning to campus have received appropriate training. Confirmation is available through HR.
Additions:
Add any additional items that may be relevant to this specific area and reflect due diligence in risk mitigation.

Final approval for plan submission should be identified by each area (manager, supervisor, Dean, VP) as appropriate.

This plan has been reviewed and approved for submission by:

Click or tap here to enter text.	Click or tap to enter a date.

_________________________________	____________________________

Name: (manager, supervisor, Dean, VP)	Date:

(As appropriate per area)

Plans will be kept on file and periodically pulled for workplace compliance and review by the

University Operations Task Force (UOTF).

For University Operations Task Force administrative purposes only

This Risk Mitigation Plan is:

☐ Approved, for insert number people.

☐ Approved, for insert number people, with comments/conditions:

Click or tap here to enter text.

☐ Not Approved (requires revisions):

Click or tap here to enter text.

Plan Review and Approval:

Click or tap here to enter text.	Click or tap to enter a date.

_____________________________________________	______________________

ACTIVITY APPROVAL SUSPENDED:	☐ Government Directive	☐ Ministry Directive	☐ Other Details: Click or tap here to enter text.	Click or tap here to enter text.	Click or tap to enter a date.	_____________________________________________	______________________ University Operations Task Force member	Date University Operations Task Force member	Date

Amendment Log

(Please highlight changes within this document for review)

Amendment 1
Date: Select Date.
Reasoning: Click or tap here to enter text.
Approval*: Click or tap here to enter text.	Date: Select Date.	UOTF Approval: Click or tap here to enter text.	Date: Select Date.

Amendment 2
Date: Select Date.
Reasoning: Click or tap here to enter text.
Approval*: Click or tap here to enter text.	Date: Select Date.	UOTF Approval: Click or tap here to enter text.	Date: Select Date.

Amendment 3
Date: Select Date.
Reasoning: Click or tap here to enter text.
Approval*: Click or tap here to enter text.	Date: Select Date.	UOTF Approval: Click or tap here to enter text.	Date: Select Date.

*Manager, supervisor, Dean, VP (as appropriate per area).