covid-19 management toolkit june 30, 2020 …...2020/06/30 · 1 covid-19 management toolkit june...
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COVID-19 Management Toolkit
June 30, 2020
Version 7.0
We endeavour to ensure that the information contained in this publication is accurate and
complete in accordance with current government guidelines as at the date of the publication.
However, the COVID-19 outbreak is an unprecedented and rapidly changing situation. We will
continue to update the information as it becomes available.
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Contents
Introduction
Section 1: Positive Test Resources
1. Scenario 1 Response Guidelines (Team Member has tested positive)
2. Scenario 2 Response Guidelines (Site Visitor has tested positive)
3. Scenario 3 Response Guidelines (Close contact outside the workplace)
4. Management Communication Guidelines
5. Positive Case Incident Checklist
6. Positive Case Contact Questionnaire
7. Stage 3 Cleaning Protocol
8. Stage 3 Response: No Employee Gatherings
9. Stage 3 Response: Shift Separation Protocol
Section 2: Policies & Guidance
10. Face Coverings
a. Warehouse and Transport Operations
b. Offices
c. Acceptable Face Coverings
d. Face Covering FAQs
11. HR Guidelines
a. LOA Talking Points
b. Work Refusal Process
c. Pay Guidelines & Scenarios
d. Return to Work Policy Statement
12. Decision Charts
a. Team Member Sickness
b. Household Member Sickness
c. Work from Home
d. Leave of Absence
e. Travel
13. Agency Onboarding & Sickness
14. Stabilization Phase Cleaning Protocol
15. Site Visits Policy
16. Equipment & Procurement
17. Management FAQ
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Section 3: Forms
18. Team Member Health Assessment
19. Agency Worker Health Assessment
20. Return to Work from Sickness or Isolation
21. Return to Work from Layoff or Work from Home
22. Site Visitor Screening Form
23. Visitor Sign-In Sheet
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Introduction
This toolkit brings together the resources that you need to manage your team during the COVID-
19 outbreak.
In these difficult times we ask for the full support of the Metro team, we ask people to respect
each other, be vigilant and considerate and not to abuse the system. The COVID-19 outbreak
does not remove the need for people to be genuine, nor does it remove our right to manage the
business.
You can access our most up to date information by visiting: www.mscg19.com
Should you have any questions, please email [email protected]
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Section 1: Positive Test Resources
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Scenario Response and Action Plans
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Scenario 1: A Team Member or Agency Worker has a confirmed case of COVID-19
DIRECTIONS FOR SITE GM
1. Immediately notify [email protected] that there is a confirmed case of COVID-19 at
your site. The team will work with you to develop a suitable communication strategy for
your site team and customer.
2. Involve the site Joint Health & Safety Committee (JHSC). Contact the local public health
authority and adhere to any guidance that they provide
3. Call the team member who tested positive back to go through the follow up questions.
Refer to the interview questions template.
4. Retrace the team member’s steps; identify the areas where the infected team member
worked and the equipment that they used (MHE, RF, Computers etc.)
5. Arrange for thorough disinfection of the area and equipment. Refer to stage 3 cleaning
guidelines
6. Identify and inform the team members who are most likely to have had close contact with
the affected team member and discuss appropriate next steps with them. This may include
self-isolation for 14-days.
Examples of team members who may have interacted closely include, but are not limited
to:
a) Who used the same equipment (i.e. MHE, RF, computers, etc.) on different shifts?
b) Who was in the same break/lunch group?
c) Who was with the individual during start of shift meeting?
d) Was the individual involved in a team task and who was in that team?
e) Who was managing / supervising the team member?
7. Issue communication to site management and customer
8. Issue communication to site team members.
9. Implement further separation of our team members. Refer to Stage 3 - guideline on no
employee gatherings
10. Verify daily disinfection process
Communication to site team members:
Please do not issue the communication to team members until you have agreed your
approach with the COVID-19 Team.
Please ensure that you do not mention the name of the team member anywhere in the
communication.
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We have been informed that one of our team members or agency workers on ……….. shift or in
……….. department has a confirmed case of COVID-19
This is a difficult time for the individual concerned and their family and we will remain in contact
with them to do everything we can to support them.
We also recognize that this will cause concern for all our team members on site; and we want to
remind you of some important facts and share the steps we are taking to protect your health
and wellbeing.
Risk of infection:
Public health authorities have indicated that generally only people who have had close contact
with someone confirmed with COVID-19 are at risk of contracting the virus.
Close contact has been defined as:
✓ Living in the same household as a sick person with COVID-19
✓ Caring for a sick person with COVID-19
✓ Being within 6 feet of a sick person with COVID-19 and in direct contact with secretions
(e.g., being coughed on, kissing, sharing utensils, etc.).
Therefore, the chances of a team member becoming infected remains low.
Immediate action being taken:
To further minimize the risk, and in line with our policy of protecting the health and wellbeing of
our team members, we have taken the following steps:
1. Isolated the area and equipment used by the team member concerned for disinfection.
2. Implemented enhanced sanitization of commonly used area within the facility.
3. Identified the team members who are most likely to have interacted closely with the team
member concerned and discussed appropriate next steps with each of them. This may
involve self-isolation for 14 days.
4. Implemented further separation of our team members
5. We have contacted the local public health authority and will adhere to any advice provided
We will continue to follow up and keep you informed of the situation.
We remind all team members to continue with the following actions in order to minimize
your risk of infection: wash your hands regularly with soap and water, avoid touching
your mouth, eyes and nose and maintain social distancing, especially from people who
appear to be sick.
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Scenario 2: An outside party (not a Metro Team Member or Agency Worker) who has recently
visited a facility has been confirmed with COVID-19.
DIRECTIONS FOR SITE GM
1. Immediately notify [email protected] that a recent visitor to your site has a confirmed
case of COVID-19.
2. Involve the site Joint Health & Safety Committee (JHSC)Contact the local public health
authority and adhere to any additional guidance that they provide.
3. Retrace the visitor’s steps; identify the areas where the affected individual worked and any
equipment that they used (MHE, RF, Computers etc.)
4. Arrange for thorough disinfection of the area and equipment, following the stage 3 cleaning
guidelines.
5. Identify and inform the team members who are most likely to have had close contact with the
affected individual and discuss appropriate next steps with them. This may include self-
isolation for 14-days.
Examples of team members who may have interacted closely include, but are not limited to:
a) Did the individual use any equipment? Which team members also used that
equipment?
b) Where did the individual go while they were on site? Who else was in this area?
c) Who interacted with the individual while they were on site?
6. Issue communication to site management and customer
7. Issue the communication below to all team members at the site
8. Verify daily disinfection process
Communication to site team members:
Please ensure that you do not mention the name of the individual or the company they
work for anywhere in the communication.
We have been informed that a …….. driver / contractor, etc. that visited our facility on …… date
(if known) has a confirmed case of COVID-19.
We recognize that this will cause concern for all our team members on site; and we want to
reminder you of some important facts and share the steps we are taking to protect your health
and wellbeing.
Risk of infection:
Public health authorities have indicated that generally only people who have had close contact
with someone confirmed with COVID-19 are at risk of contracting COVID-19. Close contact has
been defined as:
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✓ Living in the same household as a sick person with COVID-19
✓ Caring for a sick person with COVID-19
✓ Being within 6 feet of a sick person with COVID-19 and in direct contact with secretions
(e.g., being coughed on, kissing, sharing utensils, etc.).
Therefore, the chances of a team member becoming infected remains low.
Immediate actions being taken:
To further minimize any risk and In line with our policy of protecting the health and wellbeing of
our team members, we have taken the following steps:
1. Isolated the area and equipment used by the team member concerned for disinfection.
2. Implemented enhanced sanitization of commonly used area within the facility.
3. Identified the team members who are most likely to have interacted closely with the team
member concerned and discussed appropriate next steps with each of them. This may
involve self-isolation for 14 days.
4. We have contacted the local public health authority and will adhere to any advice
provided
We will continue to follow up and keep you informed of the situation.
We remind all team members to continue with the following actions in order to minimize
your risk of infection: wash your hands regularly with soap and water, avoid touching
your mouth, eyes and nose and maintain social distancing, especially from people who
appear to be sick.
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Scenario 3: A Metro team member has been in contact with someone who has confirmed case of
COVID-19 (not another team member); and has been instructed to self-isolate by public health
authorities:
DIRECTION FOR SITE GMs
1. Complete Team Member Health Assessment Form and send to [email protected]
2. Continue with frequent disinfection of all commonly used areas.
3. Issue the communication below to all team members at the site
4. Remain in contact with team member and update COVID-19 Policy & Response Team if the
team member begins to experience symptoms
Communication to site team members:
Please ensure that you do not mention the name of the team member anywhere in the
communication.
We have been informed by one of our team members that they have been in contact with
someone (not a team member) who has now tested positive for COVID-19. This team member
has been instructed by public health authorities to self-isolate and monitor themselves for
symptoms of COVID-19.
This is a difficult time for the individual concerned and their family and we will remain in contact
with them to do everything we can to support them.
We also recognize that this will cause concern for all our team members on site; and we want to
remind you to take the following actions in order to minimize your risk of infection: wash your
hands regularly with soap and water, avoid touching your mouth, eyes and nose and maintain
social distancing, especially from people who appear to be sick.
We will continue to keep you informed as necessary.
We do not believe at this stage there is any major risk to others in the facility, however, we will
implement enhanced sanitation of commonly used area within the facility.
We remind all team members to continue with the following actions in order to minimize
your risk of infection: wash your hands regularly with soap and water, avoid touching
your mouth, eyes and nose and maintain social distancing, especially from people who
appear to be sick.
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Management Communication Guidelines Background The novel coronavirus (COVID-19) has created an unexpected and tremendous amount of stress on businesses and employees in a very short period. As new cases and containment measures to reduce the spread of COVID-19 continue to evolve, the personal and professional impact has heightened employee concerns. As part of the organizational response to the COVID-19 pandemic, developing and delivering a two-way communication strategy and plan is critical to lead your team members through these uncertain and unpredictable times. Purpose This guidance provides recommendations on how to communicate to your team members to mitigate employee concerns. THREE CRITICAL OBJECTIVES OF EMPLOYEE COMMUNICATION Communication does not start and end with an announcement. Ongoing communication is critical to ensure team members are informed of the actions taken; and reassured of the company’s commitment to their health and wellbeing. A key part of communication is ensuring that the team understand what is being communicated and what is expected of them. For your management team. THIS CANNOT BE ACHIEVED BY JUST CASCADING AN EMAIL! WALK YOUR TEAM THROUGH THE COMMUNICATION DOCUMENTS TO ENSURE FULL UNDERSTANDING AND ANSWER ANY QUESTIONS. Ongoing follow-up with your team members is critical to ensure effective communication.
1. INFORM Sharing information during huddle and making information accessible can help manage employee concerns created by misinformation or a lack of information about COVID-19 action plans.
A. Provide accurate information to your team members B. Discuss the proactive steps you are taking onsite to reduce risk, higher frequency of touch
point cleaning, physical distancing etc C. Inform your team members that Metro has a dedicated COVID-19 Response Team that is
working daily to provide them reliable and up-to-date information D. Inform your team members about our COVID-19 website that they can access
(www.mscg19.com)
2. REASSURE Leaders need to recognize and address team member’s concerns, anxieties and fears and provide reassurance. To be most effective, leaders need to be authentic, transparent, and empathetic in their messaging. Communication should be treated as an open, mutual dialogue where your team members will appreciate the opportunity to be listened to. Leaders should demonstrate an understanding of what is happening and what it means to employees, anticipating their reactions and questions. During the announcement huddle,
A. Let your team members know that their health and wellbeing is Company’s priority B. Make Q&A part of your huddle. If you don’t have the answer, let them know that you will find
out and provide an update. C. Encourage team members to voice any questions or concerns they may have D. Announce an open-door policy (while maintaining physical distancing); let your team members
know that we are in this together, encourage and solicit feedback and suggestions
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3. BE VISIBLE LEADERS Review and familiarize yourself with the management toolkit to ensure consistent messaging across the organization. Consistent and frequent messaging that informs and reassures will help manage misconceptions and
fears.
Ensure that you and your management team are visible on the floor while maintaining physical distancing. Reinforce the following: A. The Metro COVID-19 Response Team is working daily and meeting with the management team
regularly to share latest and accurate information (we are also here to support you and your management team with any questions or concerns you may have)
B. Policy and guidelines have been provided to the management team to ensure they are prepared and know how to respond in specific scenarios
C. Help stop the spread of COVID-19 by following the below pro-active measures ✓ Employees experiencing COVID-19 symptoms are asked to stay away from the workplace and
inform their immediate manager ✓ All team members should wash their hands regularly with soap and water for at least 40 to 60
seconds ✓ Maintain physical distancing at least 2 meters ✓ Avoid handshakes and all physical contact ✓ Avoid touching your eyes, nose, and mouth ✓ Practice respiratory hygiene – cough or sneeze into your elbow; use a disposable tissue,
discard into a closed bin and wash your hands immediately
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EXAMPLE OF COMMUNICATION GUIDELINE USE (Team member has a confirmed case of COVID-19) Background The novel coronavirus (COVID-19) has created an unexpected and tremendous amount of stress on businesses and employees in a very short period. As new cases and containment measures to reduce the spread of COVID-19 continue to evolve, the personal and professional impact has heightened employee concerns. As part of the organizational response to the COVID-19 pandemic, developing and delivering a two-way communication strategy and plan is critical to lead your team members through these uncertain and unpredictable times. Purpose This guidance provides recommendations on how to communicate to your team members to mitigate employee concerns if a Team Member or Agency Worker has a confirmed case of COVID-19. 1st STEP Follow the Scenario Response and Action Plan guideline: A Team Member or Agency Worker has a confirmed case of COVID-19. THREE CRITICAL OBJECTIVES OF EMPLOYEE COMMUNICATION Communication does not start and end with an announcement. Ongoing communication is critical to ensure team members are informed of the actions taken; and reassured of the company’s commitment to their health and wellbeing. A key part of communication is ensuring that the team understand what is being communicated and what is expected of them. For your management team. THIS CANNOT BE ACHIEVED BY JUST CASCADING AN EMAIL! WALK YOUR TEAM THROUGH THE COMMUNICATION DOCUMENTS TO ENSURE FULL UNDERSTANDING AND ANSWER ANY QUESTIONS. 1. INFORM Sharing information during huddle and making information accessible can help manage employee concerns created by misinformation or a lack of information about COVID-19 action plans. A. Provide accurate information to your team members when briefing them about the incident.
SCRIPT BELOW (this is taken from our scenario 1 response, detailed in this toolkit): We have been informed that one of our team members or agency workers on [shift] or in [department] has a confirmed case of COVID-19. This is a difficult time for the individual concerned and their family and we will remain in contact with them to do everything we can to support them. We also recognize that this will cause concern for all our team members on site; and we want to remind you of some important facts and share the steps we are taking to protect your health and wellbeing. Risk of infection: Public health authorities have indicated that generally only people who have had close contact with someone confirmed with COVID-19 are at risk of contracting the virus. Close contact has been defined as:
✓ Living in the same household as a sick person with COVID-19
✓ Caring for a sick person with COVID-19
✓ Being within 6 feet of a sick person with COVID-19 and in direct contact with secretions (e.g., being
coughed on, kissing, sharing utensils, etc.). Therefore, the chances of a team member becoming infected remains low. To further minimize the risk, and in line with our policy of protecting the health and wellbeing of our team members, we have taken the following steps:
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1. Isolated the area and equipment used by the team member concerned for disinfection. 2. Implemented enhanced sanitization of commonly used area within the facility. 3. Identified the team members who are most likely to have interacted closely with the team
member concerned and discussed appropriate next steps with each of them. This may involve self-isolation for 14 days.
4. Implemented further separation of our team members 5. We have contacted the local public health authority and will adhere to any advice provided We will continue to follow up and keep you informed of the situation.
B. Inform your team members that Metro has a dedicated COVID-19 Response Team that is working
daily to provide them reliable and up-to-date information C. Inform your team members about our COVID-19 website that they can access (www.mscg19.com)
2. REASSURE Leaders need to recognize and address team member’s concerns, anxieties and fears and provide reassurance. To be most effective, leaders need to be authentic, transparent, and empathetic in their messaging. Communication should be treated as an open, mutual dialogue where your team members will appreciate the opportunity to be listened to. Leaders should demonstrate an understanding of what is happening and what it means to employees, anticipating their reactions and questions. During the announcement huddle (this will be the last huddle as we move to stage 3 – no employee gathering).
A. Let your team members know that their health and wellbeing is Company’s priority B. Make Q&A part of your huddle. If you don’t have the answer, let them know that you will find out
and provide an update. C. Encourage team members to voice any questions or concerns they may have D. Announce an open-door policy (while maintaining physical distancing); let your team members
know that we are in this together, encourage and solicit feedback and suggestions
3. BE VISIBLE LEADERS Review and familiarize yourself with the management toolkit to ensure consistent messaging across the organization.Consistent and frequent messaging that informs and reassures will help manage misconceptions and fears. Ensure that you and your management team are visible on the floor while maintaining physical distancing.
Reinforce the following:
A. The Metro COVID-19 Response Team is working daily and meeting with the management team regularly to share latest and accurate information – and support you and your management team with any questions or concerns you may have
B. Policy and guidelines have been provided to the management team to ensure they are prepared and know how to respond in specific scenarios
C. Help stop the spread of COVID-19 by following the proactive measures below: ✓ Employees experiencing COVID-19 symptoms are asked to stay away from the workplace and
inform their immediate manager ✓ All team members should wash their hands regularly with soap and water for at least 40 to 60
seconds ✓ Maintain physical distancing at least 2 meters ✓ Avoid handshakes and all physical contact ✓ Avoid touching your eyes, nose, and mouth ✓ Practice respiratory hygiene – cough or sneeze into your elbow; use a disposable tissue and
discard into a closed bin and wash your hands immediately
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✓
COVID-19 Confirmed Case Incident Checklist
An Excel version of the checklist can be downloaded from the management toolkit area of the
website: www.mscg19.com
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COVID-19 Confirmed / Close Contact Questionnaire
Date of Completion:
Employee Name:
Location: Department: Job Title:
Manager Name:
Employee Home Address: Email:
Home Phone Number: Cell Phone Number:
Last Date & Times Worked:
1) Have you been tested and received a positive confirmation of COVID-19? Yes No
a) If Yes, when:
2) Have you experienced any symptoms of COVID-19? Yes No
a) If Yes, please explain:
3) When did your symptoms start?
4) Have you been advised to self-quarantine? Yes No
a) If Yes, for what timeframe:
5) How do you believe that you contracted COVID-19? e.g. from a team mate, family member, friend
or other out of work contact, have you attended any group gatherings or been in a situation where it
was hard to maintain physical distancing?*:
*Please note this information may be shared with Public Health if required, but it will otherwise remain
confidential.
6) Who did you have close contact with at work? i.e. Within a 6-foot (2m) radius for more than 15
minutes
(e.g. Teammates, meeting or huddle, supervisor, lunch, smoking breaks)
Name Interaction
Type
Notes: (Dates/Timeframes, how close, how long, etc.)
7) Do you car-pool? If so, with whom? Name Notes: (Dates/Timeframes)
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8) Identify any and all equipment that you might have used:
(e.g. Computer stations, forklift, walkie, RF equipment, etc.)
Type Machine Notes: (Dates/Timeframes, etc)
9) What building entry points have you used?
10) Where were you working and what specific tasks?
11) Which washrooms/bathrooms have you used?
12) Did you attend any after-hours social with other colleagues? If yes, please complete the below:
With Whom: When/Notes:
13) Have you been wearing the required PPE, Washing Hands and Practicing Social Distancing? (Please
explain):
14) Have you been hand sanitizing and social distancing before/after using the timeclocks and
equipment? (Please explain):
Completed by:
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Stage 3 Response: Cleaning Guidelines
Cleaning and disinfection after someone confirmed to have COVID-19 has been in the
facility
Prior to stage 3 escalation, the site General Manager should speak to whoever is responsible for
the cleaning at the site to ensure that they have the ability and resources to complete the
procedures outlined below.
Background:
Based on what is currently known about COVID-19 the most common form of transmission is
between people who are in close contact with one another (within 2 meters or 6 feet) and through
respiratory droplets produced when an infected person coughs or sneezes.
There is some evidence to suggest that novel coronavirus may remain viable for anywhere from
hours to days on surfaces made from a variety of materials and it could be spread by someone
touching a surface with the virus on and then touching their own nose, mouth or eyes.
Cleaning using disinfectant products is a best practice measure for preventing the spread of
COVID-19 and evidence suggests that the virus is easy to kill with robust cleaning methods.
Purpose:
This guidance provides recommendations on the cleaning of rooms or areas that someone with a
confirmed case of COVID-19 has visited. It is aimed at limiting the risk to our team members
We have developed an ongoing cleaning protocol that should be implemented at the site
following a stage 3 escalation.
Timing and location of cleaning:
• Areas used by the affected person should be closed immediately and cleaning with
disinfectant product should commence as soon as possible. The affected area should remain
closed until cleaning is complete.
• Cleaning staff should clean all areas used by the affected person (e.g., offices, bathrooms,
and common areas) with a disinfectant cleaning product. There should be a particular focus
on frequently touched surfaces, including but not limited to:
o MHE, RF guns and office equipment
o Tables and desks
o chairs
o door handles
o light switches
o toilets
o sinks
o cafeteria equipment including microwaves, vending machines etc.
How to clean:
Surfaces
Use a disinfectant cleaning product. Check that the product is effective against COVID-19 by
entering the DIN (Canada) or EPA Registration Number (US) on the appropriate website:
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Canada: https://www.canada.ca/en/health-canada/services/drugs-health-
products/disinfectants/covid-19/list.html#tbl1
US: https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2
Follow manufacturer’s instructions for application and proper ventilation. Check to ensure the
product is not past its expiration date.
Vehicles
• The vehicle interior will need to be thoroughly cleaned with disinfectant product. All
surfaces in the cab should be cleaned, fabric cleaner used for the seats and disinfectant
sprayed into the air vents. Door handles and arm rests require special attention
• The cargo area should be cleaned with soap and water.
• Vehicles will also require an exterior wash with hot water and cleaning compound
MHE
• The equipment the individual was known to have used should be isolated from the fleet
and marked as do not use. Anyone moving the equipment should wear protective gloves
and gown, dispose of them appropriately and then immediately wash their hands
• The are of the equipment where the operator usually sits or stands, along with any
common touch areas should then be cleaned thoroughly with a disinfectant product.
Personal Protective Equipment (PPE) and Hand Hygiene:
• Cleaning staff should wear disposable gloves and gowns for all tasks in the cleaning
process, including handling trash. There is no requirement to wear masks, unless
specified by the manufacturer of the cleaning product.
• Gloves and gowns should be compatible with the disinfectant products being used.
• Additional PPE might be required based on the cleaning/disinfectant products being used
and whether there is a risk of splash.
• Cleaning staff should immediately report breaches in PPE (e.g., tear in gloves) or any
potential exposures to their supervisor.
• Gloves and gowns should be removed carefully to avoid contamination of the wearer and
the surrounding area.
• Cleaning staff should clean hands throughout the process and immediately after removing
gloves by washing hands with soap and water for 20 seconds.
• The cleaning team should continue to follow normal preventive actions, including regular
handwashing and avoiding touching eyes, nose, or mouth with unwashed hands.
Ongoing Cleaning Protocol
Following a stage 3 escalation and completion of the initial cleaning process detailed above ongoing
cleaning measures should be implemented to reduce the risk within the site.
The protocol is detailed on the following pages and it should be completed and logged daily.
• All areas and surfaces identified in the protocol task list are to be cleaned. You should allocate
a task owner for each area. This list is not exhaustive, we have left space for you to add
additional areas or equipment specific to your operation.
• Compliance with frequency indicated is required during site operating hours. The indicated
frequency is a minimum requirement. If there are high-traffic areas of your site that should be
cleaned more regularly, please implement this.
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• Daily verification of task completion is required and copies of the completed logs should be
reviewed by the General or Department Manager and retained at the site.
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COVID-19 Daily Sanitation Protocol Site ………………………………………………………………
Key Touch Points Date: …………………………………………………………….
Task and Frequency Frequency – every 4 hours
Task Owner Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Door Handles
Computers
Keyboards
Telephones
Printers and Copiers
Light Switches
Sign In Tools (pens, tablets etc.)
Soap Dispensers
Hand Drying Units
Paper Towel Dispensers
Refrigerator Handles
Microwave Handles
Vending Machines
Coffee Makers
Time Clock
Areas
Task and Frequency Frequency – after every break cycle
Task Owner Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Cafeteria Chairs
Cafeteria Tables
Task and Frequency Frequency – once per shift (beginning or end)
Task Owner Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Locker handles / front of lockers
Locker area
Sign In area / Reception
Driver Area
Security Desk
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Warehouse Equipment
Task and Frequency Frequency – once per shift (beginning or end)
Task Owner Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
RF Batteries
RF Battery Charging Units
Headsets
RF Guns
MHE Operator Areas
Telephones
MHE Battery Changers / Tuggers
MHE Battery Charging Plugs
Vehicles
Task and Frequency Frequency – once per shift (beginning or end)
Task Owner Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Time Completed
Keys or FOBs
Starter buttons on vehicles with FOBs
Inside and outside door handles
Inside grab handles, pads and armrests
Steering wheel
Shift level and console
Dashboard
Power window and door lock switches
Radio and climate control buttons
Turn signal and wiper stalks
Seat and seat adjuster
Touch screen
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Stage 3 Response: No Employee Gatherings
Background:
We have now experienced a confirmed case of COVID-19 at our facility. As a result, we have
implemented a policy to stop all unnecessary employee group gatherings in order to protect the health
and wellbeing of our team members.
Public health authorities have indicated that generally only people who have had close contact with
someone confirmed with COVID-19 are at risk of contracting COVID-19. Close contact has been
defined as:
• Living in the same household as a sick person with COVID-19
• Caring for a sick person with COVID-19
• Being within 6 feet of a sick person with COVID-19 and in direct contact with
secretions (e.g., being coughed on, kissing, sharing utensils, etc.).
Therefore, the chances of a team member becoming infected remains low. Maintaining social
distancing of at least 6 feet or 2 meters between yourself and others is the best way to protect yourself
and prevent the spread of COVID-19.
Purpose:
This guidance provides recommendations on our stage 3 response: no employee gatherings. It is
aimed at protecting the health and wellbeing of all our team members.
Guidance:
1. No huddles (beginning or end of shift meetings)
2. No events where people are asked to gather in the same place for celebration or meetings
3. Keep a safe distance of 6 feet or 2 meters between yourself and other team members at all
times:
a. While working in the facility and/ or office space
b. In the lunchroom
c. When interacting with drivers, contractors and other essential services entering the
workplace
4. Metro to Home delivery drivers are following a set of situation-specific guidelines
5. Use video or phone conferencing for all business meetings.
6. All team members should wash their hands regularly with soap and water for at least 40-
60 seconds.
7. No handshakes and other physical contact
8. Avoid touching your eyes, nose, and mouth
9. Practice respiratory hygiene – cover your nose and mouth when coughing or sneezing, use
a tissue and discard or cough into your elbow and wash your hands
By limiting our exposure to known and probable risks associated with the spread of COVID-19, we
hope to contribute to the containment of this disease.
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Stage 3 Response Shift Separation Protocol
Background:
We have now experienced a confirmed case of COVID-19 at our facility. As a result, we have
implemented a policy to ensure a separation between each shift operating in the facility in order to
protect the health and wellbeing of our team members.
Public health authorities have indicated that generally only people who have had close contact with
someone confirmed with COVID-19 are at risk of contracting COVID-19. Close contact has been
defined as:
• Living in the same household as a sick person with COVID-19
• Caring for a sick person with COVID-19
• Being within 6 feet of a sick person with COVID-19 and in direct contact with
secretions (e.g., being coughed on, kissing, sharing utensils, etc.).
Therefore, the chances of a team member becoming infected remains low, by separating each shift
we now further reduce the risk for team members.
Maintaining physical distancing of at least 6 feet or 2 meters between yourself and others is the best
way to protect yourself and prevent the spread of COVID-19.
Purpose:
This guidance provides recommendations on our stage 3 response: shift separation. It is aimed at
protecting the health and wellbeing of all our team members.
Guidance:
1. Shift working times should be altered to make sure there is no ‘cross-over’ between shifts. We
recommend a minimum of 30 minutes differential between the end of one shift and the start of
another. Please discuss with the COVID-19 Response Team a strategy for your site
2. For a two-shift operation, this will mean that hours of work will have to change (we recommend
that you only change one of the shifts start and finish times rather than both shifts to minimize
disturbance to team members – this will vary from site to site)
3. For a three-shift operation, this will lead to the shortening of all three shifts. If this applies to
your operation please discuss with COVID-19 Response Team the appropriate strategy to
cover this.
We recommend the following:
a. that you only change the end point of each shift to keep the starting time consistent for
team members, this should be less disruptive.
b. you must make sure that all off going team members have left the facility by a specific time
- prior to allowing the next shift to enter
c. you communicate to the oncoming shifts not to enter the building before a specific time
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When on shift:
4. Keep a safe distance of 6 feet or 2 meters between yourself and other team members at all
times, including:
a) While working in the facility and/ or office space
b) In the lunchroom
c) When interacting with drivers, contractors and other essential services entering the
workplace
5. All team members should wash their hands regularly with soap and water for at least 40- 60
seconds.
6. No handshakes or other physical contact
7. Avoid touching your eyes, nose, and mouth
8. Practice respiratory hygiene – cover your nose and mouth when coughing or sneezing, use a
tissue and discard or cough into your elbow and wash your hands
By limiting our exposure to known and probable risks associated with the spread of COVID-19, we
hope to contribute to the containment of this disease.
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Section 2: Policies & Guidance
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COVID-19 FACE COVERING POLICY FOR WAREHOUSE AND TRANSPORT
OPERATIONS STAFF
Throughout this pandemic, our priority is to maintain a safe work environment, protecting the health
and well-being of all team members.
Since the outbreak of COVID-19 we have taken steps to try to ensure physical distancing can be
maintained in our facilities. Our actions have included reducing capacity in lunchrooms, changing start
of shift meetings and redesigning workspaces where appropriate e.g. co-pack. However, sometimes it
is difficult to maintain physical distancing.
As a consequence, to continue our efforts to help minimize the risk of the virus and protect your
wellbeing, we are evolving our approach to face coverings from optional to mandatory in certain
circumstances. Starting from June 15, 2020 warehouse and transportation team members will be
required to adhere to this face covering policy while on company premises or conducting deliveries.
This will apply to all Distribution Centres (DCs) / delivery locations and will encompass team member
and all visitors (vendors, clients, cleaners, visiting drivers etc.) entering our facilities.
It is important to remember that face coverings are simply an additional health precaution. They do
not guarantee against the spread of this virus, and they do not replace the most important steps you
can take to keep yourself and others safe:
Stay at home and inform your manager if you are experiencing symptoms of COVID-19
Regularly wash or sanitize your hands
Avoid touching your face
Practice 2 metres or six feet of physical distancing
Practice good respiratory hygiene, cough or sneeze into the bend of your elbow or a
disposable tissue, dispose of the tissue and wash your hands immediately
Our policy is in line with a number of government recommendations to use face coverings in public
settings where physical distancing is difficult to maintain.
WHY WEAR A FACE COVERING?
Wearing a face covering limits the spread of infectious droplets in the air and protects people around
you in case you’re infected but don’t have symptoms – particularly where it is difficult to maintain
physical distancing.
WHEN TO WEAR A FACE COVERING
Upon arriving at and departing from company premises (including parking lots and entrance
walkways)
Entering and leaving the building
When moving through the facility to get to and from your delivery vehicle or workspace
When leaving your delivery vehicle or workspace to attend meetings, use common areas, such
as lunchrooms, washrooms, print stations etc. and administration offices
When interacting with your co-workers, where physical distancing is difficult to maintain
For warehouse and co-pack team members, when carrying out your normal duties
For delivery drivers, when interacting with customers and when operating a vehicle with two or
more people
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You do not need to wear a face covering when you are alone in your delivery vehicle or in a
meeting room or common area that has been designed for physical distancing and is being
respected by everyone in the area.
These are the minimum requirements, if an individual chooses to wear a face covering at other times
while in the workplace this is acceptable.
WHAT TYPE OF FACE COVERING SHOULD BE WORN?
The company will provide face coverings that meet our policy guidelines. These could include
disposable face masks, reusable cloth face coverings or face shields depending on the individual’s
role and requirements. You can provide your own face covering as long as it is approved by your
manager in line with guidance from the COVID-19 response team.
THINGS TO REMEMBER WHEN USING A FACE COVERING
Wash or sanitize your hands before putting on your face covering
Ensure it covers your nose and mouth at all times
When removing the face covering avoid touching your face or the front of the face covering
If you are using a disposable mask fold outside corners together and dispose of the mask
appropriately once away from company premises
Clean reusable face coverings as appropriate to the type of covering
Wash or sanitize your hands after removal of your face covering
BEING CONSIDERATE TO YOUR FELLOW TEAM MEMBERS
We recognize that individuals view face coverings and other precautions around COVID-19 in different
ways. However, out of respect for your fellow team members health and wellbeing we require
adherence to this policy. Anyone who is concerned about an individual’s adherence to this policy is
within their rights to highlight to the individual the importance of following the policy as well as bringing
it to the attention of either their manager or through [email protected].
The company will view non-compliance as a serious issue and use our corrective action / disciplinary
policy appropriately.
We are committed to complying with our obligations under the Human Rights Code. If anybody has
any concerns about this policy and how it impacts your individual health circumstances, please speak
to your manager or HR.
We will continue to monitor governmental guidelines and amend our policy as deemed appropriate.
This could lead to additional measures being put in place, or a relaxation of the policy, which may
happen on a regional basis. There could be occasions where government regulations in individual
locations require additional steps to be taken, beyond those stated in this policy, these additional
regulations should be enforced at the respective sites.
Thank you for helping ensure our work environment is a safe place to work.
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COVID-19 FACE COVERING POLICY FOR OFFICE-BASED STAFF
Throughout this pandemic, our priority is to maintain a safe work environment, protecting the health
and well-being of all team members.
In conjunction with our recently announced Return to Work policy, we are making changes in our
offices to help comply with physical distancing requirements including reducing capacity (where
required), installing extra panels between workstations and looking at access and egress points as
well as flow within buildings. However, there will be times when it will be difficult to maintain physical
distancing.
As a consequence, to continue our efforts to help minimize the risk of the virus and protect your
wellbeing, we are evolving our approach to face coverings from optional to mandatory in certain
circumstances. Starting from June 15, 2020 office team members will be required to adhere to this
face covering policy while on company premises. This includes our Corporate, Regional,
Departmental and Distribution Centre (DC) offices and will encompass team member and all visitors
(vendors, customer, cleaners, drivers / couriers etc.) entering our facilities.
It is important to remember that face coverings are simply an additional health precaution. They do
not guarantee against the spread of this virus, and they do not replace the most important steps you
can take to keep yourself and others safe:
Stay at home and inform your manager if you are experiencing symptoms of COVID-19
Regularly wash or sanitize your hands
Avoid touching your face
Practice 2 metres or six feet of physical distancing
Practice good respiratory hygiene, cough or sneeze into the bend of your elbow or a
disposable tissue, dispose of the tissue and wash your hands immediately
Our policy is in line with a number of government recommendations to use face coverings in public
settings where physical distancing is difficult to maintain.
WHY WEAR A FACE COVERING?
Wearing a face covering limits the spread of infectious droplets in the air and protects people around
you in case you’re infected but don’t have symptoms – particularly where it is difficult to maintain
physical distancing.
WHEN TO WEAR A FACE COVERING
Upon arriving at and departing from company premises (including parking lots and entrance
walkways)
Entering and leaving the building
When moving through the office to get to and from a personal workspace (desk / office)
When leaving your personal workspace to attend meetings or use common areas, such as
lunchrooms, washrooms, photocopy area, etc.
When interacting with your co-workers, where physical distancing is difficult to maintain
The only times that you do not need to wear a face covering are when you are sitting alone at
your personal workspace or in a meeting room or common area that has been designed for
physical distancing and is being respected by everyone in the area.
These are the minimum requirements, if an individual chooses to wear a face covering at other times
while in the workplace this is acceptable.
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WHAT TYPE OF FACE COVERING SHOULD BE WORN?
The company will provide face coverings that meet our policy guidelines. These could include
disposable face masks, reusable cloth face coverings or face shields depending on the individual’s
role and requirements. You can provide your own face covering as long as it is approved by your
manager in line with guidance from the COVID-19 response team.
THINGS TO REMEMBER WHEN USING A FACE COVERING
Wash or sanitize your hands before putting on your face covering
Ensure it covers your nose and mouth at all times
When removing the face covering avoid touching your face or the front of the face covering
If you are using a disposable mask fold outside corners together and dispose of the mask
appropriately once away from company premises
Clean reusable face coverings as appropriate to the type of covering
Wash or sanitize your hands after removal of your face covering
BEING CONSIDERATE TO YOUR FELLOW TEAM MEMBERS
We recognize that individuals view face coverings and other precautions around COVID-19 in different
ways. However, out of respect for your fellow team members health and wellbeing we require
adherence to this policy. Anyone who is concerned about an individual’s adherence to this policy is
within their rights to highlight to the individual the importance of following the policy as well as bringing
it to the attention of either their manager or through [email protected].
The company will view non-compliance as a serious issue and use our corrective action / disciplinary
policy appropriately.
We are committed to complying with our obligations under the Human Rights Code. If anybody has
any concerns about this policy and how it impacts your individual health circumstances, please speak
to your manager or HR.
We will continue to monitor governmental guidelines and amend our policy as deemed appropriate.
This could lead to additional measures being put in place, or a relaxation of the policy, which may
happen on a regional basis. There could be occasions where government regulations in individual
locations require additional steps to be taken, beyond those stated in this policy, these additional
regulations should be enforced at the respective sites.
Thank you for helping ensure our office environment is a safe place to work.
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Guidance for Managers
If a team member would like to provide their own face covering, what is acceptable?
Examples of acceptable face coverings include:
• Surgical masks
• Reusable cotton face masks
• Bandanas are acceptable in a warehouse environment (must be 2 layers of fabric)
• A plastic face shield
In order to prevent the spread of respiratory droplets a face mask or bandana should:
• allow for easy breathing
• fit securely to the head with ties or ear loops
• maintain its shape after washing and drying
• be changed as soon as possible if damp or dirty
• be comfortable and not require frequent adjustment
• be made of at least 2 layers of tightly woven material fabric (such as cotton or linen)
• be large enough to completely and comfortably cover the nose and mouth without gaping
In order to prevent the spread of respiratory droplets a plastic face shield should:
• allow for easy breathing
• fit securely to the head
• be cleaned as soon as possible if dirty
• be comfortable and not require frequent adjustment
• extend past the wearer’s chin to cover the nose and mouth (e.g. a visor that covers the eyes
only is not acceptable)
If team members opt to wear their own face covering the design must comply with the following
guidelines:
• No words, slogans or images that are offensive
We have a good supply of disposable masks. If you or the team member are in any doubt over the
suitability of their face covering, they should opt for a mask that we have provided.
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Mandatory Face Covering FAQs
Why are you introducing this now?
We think that is a good way to help to keep our team members safe at work as we start to approach
our busier time of year. Throughout the COVID-19 pandemic we have been monitoring government
guidance. Most provincial and state governments now recommend wearing a face-covering when you
are in a situation where it may be difficult to practice physical distancing.
Effectively, face coverings are becoming part of required PPE.
I am practicing physical distancing; do I still have to wear a face covering?
Yes. As hard as you try there will always be some situations where you cannot physically distance, so
as an extra preventative measure we are making masks mandatory for everyone. Adherence to
physical distancing we know to be one of the most important factors in reducing risk.
Can I wear my own face covering?
Yes, you can. Your manager has received some guidelines about acceptable face coverings.
Do I have to wear my face covering in the lunchroom?
You can remove your face covering to eat, once seated at your table. When using the microwave,
vending machine etc. please ensure you are wearing your face covering. Please make sure that you
are practicing physical distancing at all times while in the lunchroom.
Why has this been introduced when COVID-19 infection rates are low in my region?
We are doing this to protect our team members first and foremost. Irrespective of current regional
infection rates there is still a risk. Governmental advice has changed to encourage wearing face
coverings, especially where physical distancing is more difficult. Despite all the actions taken at sites
and responsible behaviour by team members there are always physical distancing challenges.
We will continue to monitor governmental guidelines and amend our policy as deemed appropriate.
This could lead to additional measures being put in place, or a relaxation of the policy, which may
happen on a regional basis.
Is this policy in line with Canadian legislation?
We have taken legal advice and there is nothing in our face covering policy that infringes current
Canadian legislation.
What happens if I do not wear my face covering?
We do not understand why you would not wear your face covering as it reduces the risk to yourself
and your teammates. Effectively, face coverings are becoming part of required PPE, just like safety
shoes.
We will view non-compliance as a serious issue and use our corrective action / disciplinary policy
appropriately.
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Talking Points with Team Members on Leave Due to COVID-19 You should refer to these guidelines at the point that you require team members on LOA to return to work. The following is a guideline when contacting team members that have elected to be away from the workplace because they were fearful or did not feel comfortable at the onset of the COVID-19 pandemic. At this time, these guidelines do not include those that have childcare issues, underlying health conditions or are living with / caring for family members with underlying health conditions. When we reach out to team members, we should ask how the employee is doing and then explain that we are in the process of having team members return to the workplace. The timing of their return should be dependent on the needs of the business. When you are ready to have the team members return, they should be given no less than 5-days notice. If a team member indicates they do not want to come back to work due to COVID-19, we first need to determine why the employee does not want to come back. This starts with “what is the issue”? They may highlight two types of concerns:
1. Fear of COVID19 in the Workplace 2. Fear of COVID19 Generally
Team Member does not want to work due to fear of COVID-19 in the workplace We need to engage in a discussion with the team member and explain all of the measures implemented in the workplace to minimize risk, for example:
o Put into place Social Distancing policies in lunchrooms, pre-shift huddles and for transport drivers visiting the site, etc.
o Providing masks, disinfecting wipes and hand sanitizers o Mandatory cleaning of equipment between shifts o Extra sanitation of common areas o Working closely with Public Health and implementing recommendations o Creating a Metro COVID 19 Response Team with Sr Executive participation o Creating a COVID19 Website for Management and Team Member education o Talk about the COVID case experience of your site
If the team member continues to refuse to return to work, we should treat this as a work refusal under the OHSA. If the work refusal is not justified, the employee will be required to return to work. If the team member continues refuse to return to work contact your Human Resources Representative. (These cases will be reviewed on an individual basis)
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Team Member does not want to work due to a fear of COVID-19 generally If a team member does not want to attend work due to a general fear of contracting COVID-19 in public, on transit, etc., and wants to isolate at home, this will not justify an employee being entitled to a leave of absence. In this case we discuss generally, what is causing fear. Again, we should explain what we have done at the workplace to minimize risk – as noted above. Explain to the team member that Government officials are lifting restrictions. If your state/province has lifted the State of Emergency – communicate that to the team member. Provide the team member with a return to work date (providing at least 5 days notice). If this discussion is not successful, and the team member continues to refuse to return to work contact your Human Resources Representative for next steps. (These cases will be reviewed on an individual basis).
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How to Handle Work Refusals during COVID-19 Crisis Metro has sought the advice of Canadian health professionals and taken several proactive measures to increase the safety of our sites for our team members. Despite these extra measures, some team members may express concern about their health and safety during a time of crisis. The following is designed to provide our Operations Management Team with information to use during one-on-one conversations with team members to address their concerns. Team members may also choose to submit a safety work refusal, or they may request an unpaid leave of absence. During your discussions with team members, please reinforce our confidence that we are taking the appropriate steps to ensure the safety of our workplaces for our team members.
• Start by acknowledging the team members concerns, remind them of our COVID-19 Prevention Plan and review all of the proactive action we are currently taking to ensure a safe workplace and discuss any suggestions they may have to eliminate their concerns.
• If the team member still has reason to believe that a work process or physical condition of the workplace is likely to endanger himself/herself, follow the work refusal procedure (as outlined under the OHSA for your province) in conjunction with the Joint Health and Safety Committee. Please ensure your General Manager and Human Resources are consulted prior to initiating this procedure.
• Pending the results of the workplace inspection(s) and confirmation of the workplace being free of any safety concerns, inform the team member and outline expectations for their return to work. Employment related matters will be handled in accordance with the work refusal process.
We understand that regardless of what processes we put in place to eliminate team member concerns, there may be a team member that does not feel comfortable remaining in the workplace. As such, team members can make a request for an unpaid leave of absence. Prevention Plan Public Health Officials have outlined three key components of preventing the spread of COVID-19. They are :
1. Awareness 2. Social distancing – maintaining proper 2 meter/6 feet distance 3. Proper personal hygiene – washing your hands regularly and avoid touching your face
We have taken numerous steps to support the health and safety of our team members, some of which are highlighted below.
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Awareness
• We’ve set up a dedicated METRO COVID-19 Communication Website which is updated regularly with important information (www.mscg19.com)
• Posted signage on COVID-19 precautions at our sites and support offices.
• Daily pre-shift meetings or huddles reinforcing COVID-19 prevention measures.
• Our Employee Assistance Program known as “Employee Assistance 360” through Optima Global Health, provides free and confidential support to you and your eligible family members any day, at any time. Free service to Metro team members and their immediate families, please call:
Prevention
• Team members with COVID-19 symptoms will be required to stay home.
• We have granted approved Leave of Absences for those team members who have underlying medical conditions and prefer to stay home.
• We’ve increased the frequency of cleaning high-touch areas in our DC like lunch rooms, locker rooms, time clocks and receiving/entrances.
Social distancing
• We are practicing social distancing, for example: during pre-shift meetings/huddles, minimized the interaction of contractors and carriers in our sites.
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COVID-19 Pay Guidelines and Scenarios (Non-Union sites only)
Scenario 1: A team member is sick with symptoms and is unable to work from home or is
confirmed to have COVID-19.
The team member will participate in the Short-Term Disability program offered by the Company as
outlined below:
• Unless the team member is hospitalized from the first day of sick leave, day 1 to day 3 of
the leave are paid at 100% by the company, depending on how many sick days the team
member has remaining from the three (3) annual company issued sick days.
• If the team member has less than three sick days remaining, the company will compensate
the team member at 55% their pre-disability rate for the difference. For example, if team
member has 2 sick days left from the annual company issued 3 days, Metro will provide
payment for the 3rd day of absence at 55% of the team members rate of pay. (please note
this additional payment is in place during the COVID-19 outbreak period only)
• From day 4 to day 5, the company will pay 55% of the team members base salary. If
hospitalized from Day 1, the team member receives 55% of their base salary.
• On day 6 the team member moves to Employment Insurance and receives typically 55% of
insurable salary. There will be a “top up” payment to 66 2/3 of pre-disability made by the
company upon Employment Insurance proof of payment received.
Please note: All payment and eligibility decisions related to Employment Insurance (EI)
benefits will be made by the Government.
Team members are required to apply online for Employment Insurance (EI) sickness benefits
at www.canada.ca/en/services/benefits/ei/ei-sickness/apply.html
Important: team members should submit their application before contacting the Employment
Insurance office. This will allow them to better serve our team members and prevent delays in
establishing the claim. Should our team members have any questions they can contact them
EI office directly at their toll-free phone number below. They will take action only for sick or
quarantined / self-isolated team members affected by the COVID-19 for whom the application
for sickness benefits has been filed.
• Telephone: 1-833-381-2725 (toll-free)
• Teletypewriter (TTY): 1-800-529-3742
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Scenario 2: A team member is required to self-isolate for the required period due to:
a. Order by public health authorities
b. Required to self-isolate when returning from travel
c. A household member who has a confirmed case of COVID-19
And, no viable work from home option is available.
The team-member’s manager and HR representative should discuss the options below with the
team member. In turn HR will work with payroll to implement and provide any required
documentation:
Options:
a) The team member may elect to take vacation for up to the number of days they have available
for the 2020 vacation period.
b) The team member may elect to participate in the government sponsored Employment
Insurance (EI) sickness benefit program which provides up to 15 weeks of income
replacement and is available to eligible claimants who are unable to work. The Canadian
government has altered eligibility due to the COVID-19 outbreak and those that are
quarantined or self-isolated can apply for Employment Insurance. In addition, the one week
waiting period for EI sickness benefits will be waived for new claimants so they can receive
benefits from the first day of quarantine/self-isolation and a medical certificate is not required.
Team members are required to apply on-line using www.canada.ca/en/services/benefits/ei/ei-
sickness/apply.html
A Record of Employment (ROE) will be produced by the Company and sent the team member
Please note: All payment and eligibility decisions related to Employment Insurance (EI)
benefits will be made by the Government.
Important: team members should submit their application before contacting the Employment
Insurance office. This will allow them to better serve our team members and prevent delays in
establishing the claim. Should our team members have any questions they can contact them
EI office directly at their toll-free phone number below. They will take action only for sick or
quarantined / self-isolated team members affected by the COVID-19 for whom the application
for sickness benefits has been filed.
• Telephone: 1-833-381-2725 (toll-free)
• Teletypewriter (TTY): 1-800-529-3742
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Scenario 3: A team member is unable to work (self-elected) due to:
a. The team-member has an underlying health concern
b. The team-member feels uncomfortable coming to work due to the outbreak of COVID-19
And, no viable work from home option is available.
The team-member’s manager and HR representative should discuss the options below with the
team member. In turn HR will work with payroll to implement and provide any required
documentation:
Options:
a) The team member may elect to take vacation for up to the number of days they have available
for the 2020 vacation period.
b) The team member can request an unpaid leave of absence. A Record of Employment (ROE)
can be provided upon request, however eligibility has for EI in these circumstances has not yet
been determined. The manager should make this clear to the team member.
Please note: All payment and eligibility decisions related to Employment Insurance (EI)
benefits will be made by the Government.
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Scenario 4: A team member is unable to work due school or daycare closure and work from home is
not a viable option
The team-member’s manager and HR representative should discuss the options below with the team
member. In turn HR will work with payroll to implement and provide any required documentation:
Options:
a) The team member may elect to take vacation for up to the number of days they have available
for the 2020 vacation period.
b) The team member may elect to participate in the government sponsored Employment
Insurance (EI) benefit program which provides up to 15 weeks of income replacement and is
available to eligible claimants who are unable to work. The Canadian government has altered
eligibility due to the COVID-19 outbreak to include those that are unable to work due to school
and daycare closures. Team members are required to apply on-line using
www.canada.ca/en/services/benefits/ei/ei-sickness/apply.html
A Record of Employment (ROE) will be produced by the Company and sent the team member
Please note: All payment and eligibility decisions related to Employment Insurance (EI)
benefits will be made by the Government.
c) The team member can request an unpaid leave of absence.
The Canadian Government has also given details of an Emergency Care Benefit which will be
introduced. The benefit will provide up to $900 bi-weekly, for up to 15 weeks. Application for the
Benefit will be available in April 2020.
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Return to Work Policy Statement
Returning to work in our offices will follow a gradual, site by site, region by region approach over the
next six months. This approach will allow us the time to adapt our office workspaces to minimize the
exposure risk for our team members while keeping space utilization as efficient as possible. Our policy
will be shaped in consultation with stakeholders within departments.
Key Elements of the approach:
1. Develop a communication strategy and timeline.
2. Continue to encourage working from home where appropriate and effective
• We will re-evaluate the work from home effectiveness of different roles based on the
experience of the last 8 weeks.
• We will evaluate whether any roles or departments can switch to work from home on a
long-term basis.
3. Develop detailed policies related to a gradual return in the following areas, respecting regional
government guidance and regulations:
• Head and regional offices
• Operational offices within DCs (where applicable)
4. Areas covered in these policies will include:
• Physical distancing
▪ Workstations ▪ Lunchrooms ▪ Meeting rooms
• Access and egress to sites and movement of people
• Enhanced sanitation and hygiene provisions
• PPE requirements
• Site visits and business travel
• Commonly used shared equipment
5. Consideration will be made for:
• People with healthcare concerns
• People sharing a home with people with healthcare concerns
• The current childcare situation
We will continue to monitor confirmed cases of COVID-19 at sites, as well as government
guidance and we will adjust our approach accordingly.
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Team Member Sickness Decision Chart
Government of Canada Self-Assessment Link:
https://ca.thrive.health/covid19/en
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Household Member Sickness Decision Chart
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Work from Home Decision Chart
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COVID-19 Leave of Absence Decision Chart
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Travel Decision Chart
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COVID-19 Agency Onboarding Guidelines
Temporary agency workers are a part of many of our operations. Due to the COVID-19 situation
we need to make some changes to our practice of onboarding agency workers to help protect
the health and safety of our Team Members.
As a result, we are implementing the following changes with immediate effect.
1. Prior to entering any Metro facility all new agency workers will be required to complete an
online health assessment.
2. To complete the assessment the agency worker should visit:
https://ca.thrive.health/covid19/en, they should select the province where they are located
and complete the province-specific assessment.
If the agency worker does not have internet access, the agency management
personnel should ask if they consent to go through the online assessment by phone
with the manager entering their responses. If the agency worker does not consent to
this please complete the previous version of the Health Assessment Form.
3. The agency worker should inform their agency management personnel of the assessment
outcome and this should be recorded on the Agency Worker Health Assessment Form.
4. If the assessment indicates that the worker should self-isolate or seek medical attention,
they should not be sent to any Metro site.
5. If the assessment outcome does not indicate a requirement to self-isolate or seek medical
attention the Agency Worker can report for work. This should be recorded on the Agency
Worker Health Assessment Form. A copy of the form should be sent to the site GM prior to
the Agency employee presenting themselves for the first day of work, a copy should also
be retained at the Agency office.
Please note: an outcome of self-monitoring or practise physical distancing indicates that
an agency worker can attend work. The outcome should be recorded on the form. If the
agency worker goes on to develop symptoms, they should complete another self-
assessment.
6. We will be ceasing the practice of calling for back fill of absent agency workers on a shift by
shift daily basis.
7. Each site will now only start new agency workers on a fixed schedule. This will be
determined by the site, with agreement with the relevant sector head, but will be no more
frequent than a weekly basis (less frequently if possible) The reason for this is to reduce
administration and ensure that we can control the flow of new Agency to sites.
8. For planned seasonal increases, we will take on agency in planned steps again no more
frequently than at weekly intervals (again, less frequently if possible).
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COVID-19 Agency Sickness and Absence Follow-up
Due to the need for traceability and understanding of the impact of COVID-19 we need to
enhance our requirements on Agency Partners to follow-up on any sickness and or absence of
Agency staff.
As a result, with immediate effect we are implementing the following additional steps
1. For any agency worker who is either sick or absent from their scheduled shift the Agency
provider must contact them and ask them to complete an online health assessment.
2. To complete the assessment the agency worker should visit:
https://ca.thrive.health/covid19/en, they should select the province where they are located
and complete the province-specific assessment.
3.
The agency worker should inform their Agency Management Personnel of the assessment
outcome and this should be recorded on the Agency Worker Health Assessment Form.
4. If the outcome of the self-assessment indicates that the agency worker should self isolate
or seek medical attention, they should follow this advice, and:
a. the agency worker will not be allowed back on site for a minimum of 14 days or until
they can prove they are no longer exhibiting symptoms
b. the completed Agency Worker Health Assessment Form must be forwarded to the
relevant Site GM with a copy retained by the agency
5. Where the agency worker either refuses to answer the form or they cannot be contacted
they will not be allowed to be re-enter any Metro facility
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Stabilization Phase Cleaning Protocol
Throughout this pandemic, your health and well-being has been our top priority.
To continue our efforts to help curb the spread of the virus and protect your wellbeing, we have put
together this Sanitation & Hygiene Policy in line with provincial and state government
recommendations. Starting from June 10, 2020 office team members and visitors (vendors, clients,
cleaners, etc.) will be required to adhere to this policy. This includes our Corporate, Regional,
Departmental and Distribution Centre (DC) facilities.
Do not sign any new contracts with your cleaning providers without consulting with the procurement team
at [email protected]. The team is currently working on a Request for Quotation (RFQ) for
cleaning and sanitation.
While this document aims to provide clarity for site sanitation and hygiene during the stabilization phase,
decisions related to application of this guidance in specific circumstances rest with the site/facility
leadership.
There are a number of important steps that we can all take to keep ourselves and those around us safe:
• Stay at home and inform your manager if you are experiencing symptoms of COVID-19
• Regularly wash or sanitize your hands
• Avoid touching your face
• Practice good respiratory hygiene – cough or sneeze into the bend of your elbow or a disposable
tissue, dispose of the tissue and wash your hands immediately
• Practice physical distancing in line with our Physical Distancing Policy
• Wear a face covering as set out in our Face Covering Policy
In the stabilization phase we will implement ongoing cleaning protocols to support a healthy workplace and
reduce the risk of spread of COVID-19.
You may already be familiar with the cleaning protocol detailed on the following pages, as it was
previously part of our stage 3 cleaning response. We will continue to use this in the stabilization phase;
however, the frequency of tasks has been altered and may be altered further depending on the status of
the site.
• All areas and surfaces identified in the protocol task list are to be cleaned. You will notice that a
*Process Owner has been added to the protocol. This will ensure ownership and accountability on
the Daily Sanitation Protocol process.
• This list is not exhaustive, we have left space for you to add additional areas or equipment specific
to your operation.
• Compliance with frequency indicated is required during site operating hours. The indicated
frequency is a minimum requirement. If there are high-traffic areas of your site that should be
cleaned more regularly, please implement this.
• Daily verification of task completion is required, and copies of the completed logs should be
reviewed by the General or Department Manager and retained at the site.
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COVID-19 Daily Sanitation Protocol Site ………………………………………………………………
Date: …………………………………………………………….
*PROCESS OWNER has the expert knowledge and is the day-to-day manager of the Daily Sanitation Protocol. This should be a member of the
management team. The Process Owner will be accountable in communicating, training, and assigning the task(s) effectively; as well, monitoring and
verifying completion of each task; and management of the completed logs.
TASK OWNER is the person responsible for performing and completing the cleaning tasks listed on this Daily Sanitation Protocol. This could be the team
member or contract cleaner.
Key Touch Points
Task and Frequency Frequency – every 4 hours
Process Owner
Task Owner
Time Verified
Time Verified
Time Verified
Time Verified
Time Verified
Door Handles
Printers and Copiers
Light Switches
Sign-in Tools (pens, tablets etc.)
Soap Dispensers
Hand Drying Units
Paper Towel Dispensers
Refrigerator Handles
Microwave Handles
Vending Machines
Coffee Makers
Time Clock
Single User Key Touch Points
Task and Frequency Frequency – once per shift (beginning or end), or when the equipment changes user
Process Owner Task Owner Time Verified
Time Verified
Time Verified
Time Verified
Time Verified
Computers
Keyboards
Telephones
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Areas
Task and Frequency Frequency – to be determined by the site, dependent on your break schedule
Process Owner
Task Owner
Time Verified
Time Verified
Time Verified
Time Verified
Time Verified
Cafeteria Chairs
Cafeteria Tables
Task and Frequency Frequency – once per shift (beginning or end)
Process Owner
Task Owner
Time Verified
Time Verified
Time Verified
Time Verified
Time Verified
Locker handles / front of lockers
Locker area
Sign In area / Reception
Driver Area
Security Desk
Warehouse Equipment
Task and Frequency Frequency – once per shift (beginning or end), or when the equipment changes user
Process Owner
Task Owner
Time Verified
Time Verified
Time Verified
Time Verified
Time Verified
RF Batteries
RF Battery Charging Units
Headsets
RF Guns
MHE Operator Areas
Telephones
MHE Battery Changers / Tuggers
MHE Battery Charging Plugs
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Vehicles
Task and Frequency Frequency – once per shift (beginning or end), or when the equipment changes user
Process Owner Task Owner Time Verified
Time Verified
Time Verified
Time Verified
Time Verified
Keys or FOBs
Starter buttons on vehicles with FOBs
Inside and outside door handles
Inside grab handles, pads and armrests
Steering wheel
Shift level and console
Dashboard
Power window and door lock switches
Radio and climate control buttons
Turn signal and wiper stalks
Seat and seat adjuster
Touch screen
Gas Cap
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SITE VISIT POLICY (INTERNAL AND EXTERNAL VISITORS)
Throughout this pandemic, our priority is to maintain a safe work environment, protecting the health and well-being of all team members.
In line with guidance from governments we developed policies and restricted site visits when we escalated the organization to our Stage 2 COVID-19 Response. This also applied to sites that were further escalated to Stage 3. However, given that some governments have begun lifting COVID-19 restrictions, the COVID-19 Response Team has developed a careful, stage-by-stage approach to easing our site visit restrictions.
In overall terms as an organization we wish to remain vigilant and cautious in relation to site visits. As a result, they should be kept to a minimum and only undertaken if telephone / video meetings are not suitable. As the COVID-19 situation further develops, we will continue to review our site visit policy. Ensuring the health and well-being of our team members will continue to be a top priority as our Organization transitions to the “new normal.”
Site visits must be planned in advance irrespective of the visitor’s position within Metro Supply Chain Group or our customers’ management teams. Site visits can no longer take place on an ad hoc basis until this policy is revised accordingly.
This Site Visit Policy will be effective on 2nd June 2020 and will apply to our Corporate, Regional, Departmental and Distribution Centre (DC) facilities.
Visitors will not be allowed on site if any of the following criteria have applied in the 14-days prior to the visit
You have tested positive for COVID-19
You are still awaiting results of a COVID-19 test
You have symptoms consistent with COVID-19
You have been in close contact with a COVID-19 positive case
You have travelled internationally
You are on self-isolation for COVID-19 for any other reason
You are living with someone who is on self-isolation for Covid-19 for any reason
You are living with someone who is on COVID-19 self-isolation for any reason STAGED-APPROACH FOR SITE VISITORS We will relax the restrictions around site visits in three stages. Through all stages, our Team Members health and well-being will be the number one priority, while balancing the needs of the business. This staged-approach will allow the site managers and COVID-19 Response Team to effectively assess and control any issues before to moving to the next stage. Stage 1 – Effective 2nd June 2020 Senior Operational Management Team (company executives, sector heads and directors of operations). This will allow managers with responsibilities for multiple sites to visit with specific purposes. By exception, Sector Heads,
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in agreement with the COVID-19 Response Team, can approve customer visits, where absolutely necessary (limited to 2 customer representatives). Stage 2 – Specialist Internal Function Teams such as PMO & CI, IT, COMMERCIAL & BI, HR, FINANCE, BUSINESS DEVELOPMENT & CUSTOMER SOLUTIONS. At this stage customer visits will also be allowed; limitations may still apply. (The effective date will be influenced by governmental guidelines.) Stage 3 – Restrictions will be relaxed further to allow in-person meetings to take place, however, compliance to Physical Distancing should be maintained. At this stage vendors and all other visitors will also be allowed. (Effective date TBA. At this stage the requirements for pre-screening and completion of additional paperwork will also be reviewed) INSTRUCTIONS FOR ALL MANAGERS RESPONSIBLE FOR VISITORS TO SITES
1) Email your respective visitor appendix A prior to their visit to site 2) Request electronic confirmation that your visitor agrees to abide by the visitor rules 3) Maintain an electronic file of visitor responses 4) Ensure no visitor is allowed on site without completing the above
INSTRUCTIONS FOR ALL VISITORS TO METRO SITES (excluding cleaning contractors, drivers and couriers)
1) Complete your respective government online health assessment form for the site you
are visiting prior to your visit (e.g. provincial or state) 2) Pre-arrange your visits and timing of the visits with the site manager or meeting host 3) Notify the manager of the result of your health assessment 4) Complete any further health screening prior to entering the facility e.g. temperature
check (where required) 5) Wear a face covering at all times when on company premises (including parking lots) 6) Maintain 2 meters of physical distancing at all times 7) Perform hand hygiene (hand washing and/or use of hand sanitizer) when entering and
leaving the site 8) Non-Metro visitors must always be escorted by a member of the site management
team or the host of their visit
INSTRUCTIONS FOR CLEANERS, VISITING DRIVERS AND COURIERS
1) Wear a face covering at all times when on company premises 2) Always maintain 2 meters of physical distancing 3) Perform hand hygiene (hand washing and/or use of hand sanitizer) when entering and
leaving the site
Sites should communicate these instructions appropriately and signage will be supplied for entrance doors.
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THINGS TO REMEMBER POST SITE VISIT
✓ If you have symptoms consistent with COVID-19 within 14-days of your visit, immediately notify the person that you were visiting
✓ SITE MANAGER and/or HR is required to notify COVID-19 Response Team immediately of the above incident at [email protected].
BEING CONSIDERATE TO METRO TEAM MEMBERS Out of respect for our team members’ health and wellbeing we require adherence to this policy. Anyone who is concerned about an individual’s adherence to this policy is encouraged to highlight to the individual the importance of following the policy as well as bringing it to the attention of either their manager or through [email protected]. The company will view non-compliance as a serious issue and use our disciplinary policy appropriately. Together, we can slow the spread of COVID-19 by making a conscious effort of practicing the most important steps below to keep yourself and others safe:
• Stay at home and inform your manager if you are experiencing symptoms of COVID-19
• Wear face covering while on company premises (refer to our face covering policy)
• Regularly wash or sanitize your hands
• Avoid touching your face
• Practice 2 metres or six feet of physical distancing
• Practice good respiratory hygiene: cough or sneeze into the bend in your elbow or a disposable tissue, dispose of the tissue and wash your hands immediately
We will continue to monitor governmental guidelines and amend our policy as deemed appropriate. There could be occasions where government regulations in individual locations require additional steps to be taken, beyond those stated in this policy, these additional regulations should be enforced at the respective sites. Thank you for helping ensure our sites are safe places to work.
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APPENDIX A – SITE VISIT POLICY SCREENING (TO BE COMPLETED NO MORE THAN
12 HOURS PRIOR TO THE SITE VISIT)
In response to the COVID-19 situation all visitors are required to agree and abide by this
Visitor Policy & Guideline.
1) Visitors will not be allowed on site if any of the following criteria have applied in the 14-days prior to the visit
You have tested positive for COVID-19
You are still awaiting results of a COVID-19 test
You have symptoms consistent with COVID-19
You have been in close contact with a COVID-19 positive case
You have travelled internationally
You are on self-isolation for COVID-19 for any other reason
You are living with someone who is on self-isolation for Covid-19 for any reason
2) All visitors are required to complete their respective government online health assessment form for the site they are visiting prior to their site visit (e.g. provincial or state)
3) All visitors must complete the following: Your Name (First, Last):
Click or tap here to enter text. Your Company Name:
Click or tap here to enter text.
Date of your visit:
Click or tap to enter a date. Time of your visit:
Click or tap here to enter text.
Your Contact number:
Click or tap here to enter text. Your Email address:
Click or tap here to enter text.
Who are you visiting?
Click or tap here to enter text. Reason for your visit?
Click or tap here to enter text.
Have you completed the government online health assessment form for the site you are visiting?
Yes No
☐ ☐
Did the health assessment ask you to seek medical advice or self-isolate?
Yes No
☐ ☐
Do any of the criteria listed in section 1 apply to you? Yes No
☐ ☐
4) All visitors are required to send an electronic copy of this completed form to the Metro
employee you are visiting. NOTE: You will not be allowed entry to the site without completing and submitting this form.
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5) Upon arrival at the site you may be asked to complete further health screening prior to entering the facility e.g. temperature check (where required)
6) All visitors are always required to wear a face covering when on company premises
(including parking lot)
7) All visitors are required to always maintain 2 meters of physical distancing
8) All visitors are required to perform hand hygiene (hand washing and/or use of hand sanitizer) when entering and leaving the site
9) All visitors will be escorted by a member of the site management team or the individual they are visiting while on company premises
Following your visit: If you develop symptoms consistent with COVID-19 within 14-days of your visit, immediately notify the person that you were visiting.
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Equipment and Procurement Guidelines
Purpose:
The purpose of this document is to set out our procurement approach during the COVID-19 outbreak.
It will help you to understand what items we are procuring centrally and what you should be looking to
procure locally for your site.
It is important that we adopt a consistent approach across the company and that our team members
understand that actions and decisions are being taken in line with our COVID-19 Policy Response
Plan. If your customer is requesting a different approach or you are considering buying additional
COVID-19 related supplies, please contact the COVID-19 Response Team via email
[email protected] to discuss.
Prior to stage 3 escalation, the site General Manager should work with their cleaning contractor or the
team members responsible for cleaning at the site to ensure that they have the ability and resources
to complete the procedures outlined in our Stage 3 Response Cleaning Guidelines.
Items we have, or are working to procure centrally:
Some of these items have already been sent to sites, others will be sent as we receive them.
• Hand sanitizer
• Disinfectant wipes
• PPE including:
o Medical gloves – to be issued to office staff in external facing roles, Metro transportation
drivers and cleaners, where appropriate
o Cleaning smocks – to be retained for cleaning following a confirmed case of COVID-19 on
site
o Surgical masks (we are not planning to procure N95 masks or full face shields that are
required by healthcare workers)
• Thermometers *
* At date of publication we do not plan to implement temperature monitoring. We will continue to
monitor the latest advice and guidance around this, and we will let you know if our approach changes.
Items you should continue to procure locally or work with your cleaning contractor to source:
• Disinfectant cleaning product
• Toilet roll and other paper products
If you are also able to purchase supplies of hand sanitizer, disinfectant wipes and gloves locally,
please do. If you are able to procure large quantities of these products, please email
[email protected] so we can factor this in to the distribution of our centrally sourced product.
Please also let us know if we can remove you from the central distribution list for any of these
commodities.
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Management Team FAQ
1. What should I do with a team member who calls in sick or displays symptoms of COVID-19
at work?
Follow the team member sickness decision chart including completing the Team Member Health
Assessment.
2. What should I do with a team member returning from international travel?
Follow the travel decision chart including completing the Team Member Health Assessment.
Further information about pay during periods of sickness or self-isolation can be found on page 13
of this document.
3. What should I do with a team member who advises that a member of their household is
sick?
Follow the household member sickness decision chart.
4. What should I do with a team member who lives with someone who is in self-isolation after
returning from international travel?
If the household member is in isolation because of travel the team member should still come to
work. If the household member has a confirmed case of COVID-19 or they are sick, please refer
to question 3 above.
5. Does a team member who crossed the US border by car still need to self-isolate?
Yes, the rules around self-isolation apply regardless of the method of transportation (plane, car,
train) or the duration of the time spent in another country (for example, they would apply even to a
cross-border shopper).
6. Can team members in self-isolation use vacation time to cover the days they are not able
to attend work?
Yes. The Government is developing an EI approach for people who can’t work due to self-
isolation, but if a team member would like to use vacation days to cover some or all of the
isolation period they can.
7. Can I let my team members work from home?
Please refer to the work from home decision chart.
8. What are underlying health conditions?
People suffering from the following health conditions are considered to be at particular risk from
COVID-19:
• Heart Disease
• Lung Disease
• Diabetes
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Team members suffering from these conditions can make a request to work from home, where
appropriate. If working from home is not a viable option, they can request vacation time, use their
personal day or Employee Appreciation Day. They can also ask to take unpaid leave from work.
9. What can I do to support my team members during the school closures?
If working from home is a viable option, you can discuss this with them. Please follow the work
from home decision chart.
If working from home is not a viable option, please refer to the Pay Guidelines Scenario 4 or page
15 of this document.
In no circumstances should any team member bring their children to work.
10. Do we require a Doctor’s note to confirm that a team member can return to work?
No. At this time we do not believe that Doctors are issuing these notes. It is our understanding
that once an individual is no longer displaying symptoms they can return to work. Likewise, an
individual who has been in isolation for 14 days following travel or exposure to an infected person
but who has not developed symptoms during the 14-day isolation can return to work.
11. What if I have a team member who can’t work from home but who does not feel
comfortable coming to work during the COVID-19 outbreak?
The team member can request vacation or use their personal day or Employee Appreciation Day.
They can also ask to take unpaid leave from work. We will try to accommodate these requests
wherever we can, however we will give priority to people in COVID-19 at-risk groups and people
with childcare responsibilities. Please refer to the Pay Guidelines Scenario 3 on page 14 of this
document.
12. My team are concerned about interacting with drivers, particularly those who have crossed
the border. What can I do to support them?
It is our understanding that travel between the US and Canada for commerce purposes will
continue. Therefore, we are expecting that drivers will continue to cross the border and there will
be no requirement for them to quarantine. We understand that this may be concerning for team
members.
To help to protect themselves, we would suggest that your team continue to follow good practice
guidance, including:
• washing their hands regularly with soap and water
• avoiding touching their eyes, nose and mouth
• coughing or sneezing into a tissue or the crook of their elbow, disposing of the tissue and
washing their hands
• practicing social distancing by keeping 1-2 meters away from teammates and drivers
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13. What if my customer is asking me to implement a different approach?
At dedicated sites we will do our best to implement reasonable customer requests. At shared sites
this may be more challenging. Please escalate any specific customer requests to your Business
Unit Leader who will discuss them with the Corporate Leadership Team.
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Section 3: Forms
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COVID-19 Team Member Health Assessment
If the team member does not have internet access, the manager should ask if they consent to go through
the online assessment by phone with the manager entering their responses.
If the team member does not consent to this please complete the previous version of the Health
Assessment Form which can be found in the management toolkit on: www.mscg19.com/
Team Member Name: …………………………………………………………………
Manager Name: ………………………………………………………………………..
Date: …………………………………………………………………………………….
Location: ………………………………………………………………………………..
Department: …………………………………………………………………………….
Team Member Phone Number: ………………………………………………………
1. Please indicate the reason for completing the form:
□ Team Member has called in sick
□ Team Member has returned from international travel
□ Household member has symptoms of COVID-19
□ Team Member has been in close contact with someone with a confirmed case of COVID-19
□ Other. Please specify ………………………………………………………………….
2. Ask the team member to visit: https://ca.thrive.health/covid19/en. The team member should select the province they
are located in and click the link to complete the province-specific assessment.
3. What was the outcome of the assessment? Please tick one.
□ Seek medical attention. Please notify your manager of the outcome.
□ Self-isolate.
How long for? ………………………………………………………….
If the outcome is one of the above options, please forward a copy of this form to [email protected] Otherwise,
please record the outcome below and retain a copy of the form at the site.
□ Other
Please give more details:
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
Please note: an outcome of self-monitoring or practise physical distancing indicates that a team member can
continue to attend work. If the team member goes on to develop symptoms, they should complete another self-
assessment.
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COVID-19 Agency Worker Health Assessment
If the agency worker does not have internet access, the agency management personnel should
ask if they consent to go through the online assessment by phone with the manager entering
their responses. If the agency worker does not consent to this please complete the previous
version of the Health Assessment Form.
If the outcome of the assessment indicates that the agency worker needs to self-isolate or
seek medical attention, please do not send them to a Metro site. If the health assessment is
clear, please forward a copy of this form to the site General Manager prior to the worker
presenting for their first day of work.
Please note: an outcome of self-monitoring or practise physical distancing indicates that an
agency worker can attend work. If the agency worker goes on to develop symptoms, they
should complete another self-assessment.
If the agency worker is on shift at a Metro site and presents with symptoms please send a
completed copy of the form to [email protected]
Agency Worker Name: ………………………………………………………………..
Agency Provider: ………………………………………………………………………
Date: …………………………………………………………………………………….
Location: ………………………………………………………………………………..
Department: ……………………………………………………………………………
Agency Worker Phone Number: …………………………………………………….
1. Ask the agency worker to visit: https://ca.thrive.health/covid19/en. The agency worker should
select the province they are located in and click the link to complete the province-specific
assessment.
2. What was the outcome of the assessment? Please tick one.
□ Seek medical attention. Please notify your Agency Management Personnel of the
outcome.
□ Self-isolate.
How long for? ………………………………………………………….
□ Other
Please give more details:
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
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COVID-19 Return to Work following sickness or self-isolation
Team Member Name …………………………………………………………………………
Team Member Phone Number ……………………………………………………………...
Site ……………………………………………………………………………………………..
Manager Name ……………………………………………………………………………….
Date of team member’s last shift prior to absence ……………………………………….
Return to Work Date …………………………………………………………………………
Please email completed forms to [email protected]
Please note that team members who have been tested should not return to work until they have
received the result of their test.
Section 1
Team Member tested Positive for COVID-19
Has the team member been cleared to return to work by a Doctor or Public Health official?
Yes No
Have you been free of all symptoms for 72 hours (3 days) without the use of any medication such as Tylenol?
Team Member should not return to work unless they answer yes to both of the questions above.
Section 2
Team Member tested Negative for COVID-19
Does the team member have a Doctor’s note clearing them to return to work? Yes No
If yes, the team member can return to work, if no, please answer the questions below.
Does the team member meet any of the following criteria? Yes No
Close contact with a confirmed case of COVID-19 within the last 14-days
Returned from international travel within the last 14-days
Close contact of a sick person who returned from international travel within the last 14-days
If the team member answers yes to any of the above, they should not return to work. They need to self-isolate for 14-days and monitor for symptoms.
Has the team member experienced any symptoms? Yes No
If no, the team member can return to work. Please also complete section 4
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Section 2 Continued
If yes: Yes No
Have 14-days passed since the first day the team member experienced symptoms?
Has the team member been free of all symptoms for 72 hours (3 days) without the use of any medication such as Tylenol?
Team member should not return to work unless they answer yes to both of the above questions. Please also complete section 4.
Section 3
Team Member has been in isolation and was not tested for COVID-19
Has the team member completed 14-days of self-isolation Yes No
If the team member was experiencing symptoms, have they now been free of all symptoms for 72 hours (3 days), without the use of any medication such as Tylenol?
Team member should not return to work unless they answer yes to both of the above questions. Please also complete section 4
Section 4
Ask the team member to visit https://ca.thrive.health/covid19/en. The team member should select the
province they are located in and click the link to complete the province-specific assessment.
What was the outcome of the assessment?
Seek medical attention (please notify your manager of the outcome)
Self-isolate How long for? ……………………………………………….
Other, please give more details below:
Additional info:
……………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………
Please note: a self-assessment outcome of self-monitoring or practice physical-distancing indicates that
the team member can return to work. If they develop symptoms at any time following their return to work
they should complete a health-assessment form.
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COVID-19 Return to Work following layoff or working from home
Team Member Name …………………………………………………………………………
Team Member Phone Number ……………………………………………………………...
Site ……………………………………………………………………………………………..
Manager Name ……………………………………………………………………………….
Return to Work Date …………………………………………………………………………
Section 1
In the time since you were last on site have you been tested for COVID-19? Yes No
If yes, please answer the questions below. If no, please go to section 4.
Have you received your test results? Yes No
If the team member is still waiting for their test results, they should not return to work.
What was the date of your test? …………………………………………………………….
What was the outcome of your test? (Please circle one) Positive Negative
If the test was completed in the last 14-days, please complete the section 2 or section 3 below (as appropriate). Otherwise, please skip to section 4.
Section 2
Team Member tested Positive for COVID-19
Have you been cleared to return to work by a Doctor or Public Health official? Yes No
Have you been free of all symptoms for 72 hours (3 days) without the use of any medication such as Tylenol?
Team Member should not return to work unless they answer yes to both of the questions above. Please also complete section 4.
Section 3Team Member tested Negative for COVID-19
Do you have a Doctor’s note clearing you to return to work? Yes No
If yes, the team member can return to work, if no, please answer the questions below.
Do any of the following criteria apply to you? Yes No
Close contact with a confirmed case of COVID-19 within the last 14-days
Returned from international travel within the last 14-days
Close contact of a sick person who returned from international travel within the last 14-days
If the team member answers yes to any of the above, they should not return to work. They need to self-isolate for 14-days and monitor for symptoms.
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Section 3 Continued
Have you experienced any symptoms? Yes No
If no, the team member can return to work, please also complete section 4.
If yes: Yes No
Have 14-days passed since the first day that you experienced symptoms?
Have you been free of all symptoms for 72 hours (3 days) without the use of any medication such as Tylenol?
Team member should not return to work unless they answer yes to both of the above questions, please also complete section 4.
Section 4
Ask the team member to visit https://ca.thrive.health/covid19/en. The team member should select the
province they are located in and click the link to complete the province-specific assessment.
What was the outcome of the assessment?
Seek medical attention (please notify your manager of the outcome)
Self-isolate How long for? ……………………………………………….
Other, please give more details below:
Additional info:
……………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………
Please note: a self-assessment outcome of self-monitoring or practice physical-distancing indicates that
the team member can return to work. If they develop symptoms at any time following their return to work
they should complete a health-assessment form.
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APPENDIX A – SITE VISIT POLICY SCREENING (TO BE COMPLETED NO MORE THAN
12 HOURS PRIOR TO THE SITE VISIT)
In response to the COVID-19 situation all visitors are required to agree and abide by this
Visitor Policy & Guideline.
1) Visitors will not be allowed on site if any of the following criteria have applied in the 14-days prior to the visit
You have tested positive for COVID-19
You are still awaiting results of a COVID-19 test
You have symptoms consistent with COVID-19
You have been in close contact with a COVID-19 positive case
You have travelled internationally
You are on self-isolation for COVID-19 for any other reason
You are living with someone who is on self-isolation for Covid-19 for any reason
2) All visitors are required to complete their respective government online health assessment form for the site they are visiting prior to their site visit (e.g. provincial or provincial)
3) All visitors must complete the following: Your Name (First, Last):
Click or tap here to enter text. Your Company Name:
Click or tap here to enter text.
Date of your visit:
Click or tap to enter a date. Time of your visit:
Click or tap here to enter text.
Your Contact number:
Click or tap here to enter text. Your Email address:
Click or tap here to enter text.
Who are you visiting?
Click or tap here to enter text. Reason for your visit?
Click or tap here to enter text.
Have you completed the government online health assessment form for the site you are visiting?
Yes No
☐ ☐
Did the health assessment ask you to seek medical advice or self-isolate?
Yes No
☐ ☐
Do any of the criteria listed in section 1 apply to you? Yes No
☐ ☐
4) All visitors are required to send an electronic copy of this completed form to the Metro
employee you are visiting. NOTE: You will not be allowed entry to the site without completing and submitting this form.
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5) Upon arrival at the site you may be asked to complete further health screening prior to entering the facility e.g. temperature check (where required)
6) All visitors are always required to wear a face covering when on company premises
(including parking lot)
7) All visitors are required to always maintain 2 meters of physical distancing
8) All visitors are required to perform hand hygiene (hand washing and/or use of hand sanitizer) when entering and leaving the site
9) All visitors will be escorted by a member of the site management team or the individual they are visiting while on company premises
Following your visit: If you develop symptoms consistent with COVID-19 within 14-days of your visit, immediately notify the person that you were visiting.
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Visitor sign-in sheet
In response to the COVID-19 situation we are asking all visitors to sign in and provide contact information.
In the event of a COVID-19 outbreak at this site, your information will be shared with local public health authorities in order to help them to trace
people who may be affected.
Thank you for your cooperation.
Site ……………………………………………………………………… Date………………………………………………….
Name Company Contact number Email Address Person you are visiting Time In Time Out