Purpose

As an employer, it is CCI’s responsibility to ensure a healthy and safe workplace, including reducing your risk of contracting and spreading the COVID-19 illness. The Workers Compensation Act and Occupational Health and Safety Regulation still apply whether employees are working onsite or remotely. Our policy is a live document and will evolve to take into considerations, best practices and any specific requirement from BC’s Health Authorities. If you have safety concerns, please talk to your team leader or our Human Resources department. Human Resource Contact is Yvonne Meng

Company Specific Safety Protocols

Limits on Number of staff in the Office

The Company will limit the number of people who are attending the office at any given time in accordance with public health guidance. Priority for office attendance will be as follows:

• Administration staff (Finance)
• Staff who are not productive working remotely
• Any person who wishes to return to the office

Any decisions concerning who will attend the office will be made on a case by case basis. Considerations for continued remote work include:

• Ability to perform productive work remotely
• Ability to ensure safe workspace at home
• High risk health condition
• Living with a person who is in a high-risk category
• Inability to drive

All decisions concerning office or remote work will be made on a case by case basis taking individual circumstances into account.

Working Remotely

• Until the start of 2021, CCI recommends employees work from home.
• Staff working from home are requested to follow Appendix B, “Working Remotely”.

Scheduling Your Attendance at the Office

• In order to avoid exceeding public health guidelines related to staff attendance at the office, Staff will schedule their attendance in the office in advance.
• Requests to work in the office and office or workspace locations can be made by booking a location in Teams. If possible, please make bookings before Thursday close of business for the following week.
• Any changes to plans should be updated using the meeting bookings.

Commuting

• Staff who take transit may request altered start and end times to reduce travel at peak periods. All requests will be forwarded to the respective manager or supervisor. Requests will be reviewed on a case by case basis in relation to the work duties required of their position.

Office Access

• Wash or sanitize your hands after exiting the elevator and before entering the office. Hand sanitizer and cleaners will be provided at all entrances and workspaces.
• Signage is posted at all entrances restricting access to those who are exhibiting symptoms of COVID-19.

Office Operation and Logistics

Touch Points, Common Areas

All surfaces to be wiped down with sanitized wipes or using sanitized spray and paper towels at beginning of day, mid-day and at end of day – however, staff must wipe surfaces they touch each time they touch them (except in personal work station which should be wiped down daily).

Movement Around the Office

• The hallway is of necessity bi-directional and staff will need to use the hallway maintaining physical distancing and where possible when others are not occupying or transiting the hallway.
• Please keep moving in the hallways to avoid blocking the way for others.
• Keep a physical distance of two metes when speaking to colleagues and do not congregate where others may need to pass by. Communicate by telephone, email, MS Teams or other electronic means if space does not permit physical distancing.

Workspaces

• The office has 5 internal offices and the boardroom with a limit of one person per office.
• Where the office or room can accommodate physical distancing (for example the large conference room), in person meetings may be arranged, observing COVID safety protocols including mask wearing and physical distancing (for example the conference room could safely accommodate 4 persons).
• Occupants of the offices will have the responsibility to wipe down all used surfaces with sanitized wipes or using sanitized spray and paper towels at beginning of day, mid-day and at end of day.

Common Areas

• The Kitchen and server rooms have an absolute one-person limit.
• Wash hands on entering the Kitchen nook and again before leaving.
• Sanitize all surfaces after each use by wiping with sanitized wipes or spray and paper towel.
• Fridge – any food stored in the fridge MUST be in a container (no plastic bags) which MUST be wiped with antiseptic wipes BEFORE being placed inside. Containers are to be removed daily and taken HOME.
• Keurig, microwave, toaster, toaster oven, kettle – to be sanitized before and after each use.
• NO sharing of dishes, cutlery, cups, glasses. Please bring your own from home or use disposable products.
• Server Room will be limited to access by only IT Department Staff. Were other persons are asked or required to attend the server room, touch surfaces to be wiped after use (Servers, switches, tools and touch screens etc.).

Shared Equipment

• Non-essential equipment and supplies (such as pens, staplers, hole punches) will be removed from communal spaces.
• Shared equipment includes the portable desks
• Shared equipment such as printers, copiers, fax machines must be disinfected after each use.
• Hands must be washed or sanitized after using shared items.
• Cleaning supplies and wipes will be provided at all shared equipment.
• Signs will be posted to remind everyone of procedures for using and cleaning equipment.

Office complex

• Please follow all rules and protocols of the office complex our office is in.
• The Mitchell Group have posted their protocols for the complex, a copy of which is included as Appendix D.

VISITORS TO THE OFFICE (Including Deliveries)

Although rare, we do have visitors and, of course, courier deliveries and maintenance service staff visiting. Our protocols for visitors specifically are:

• Notice about COVID-19 policy and COVID-free confirmation to be posted near the front door
• Courier and delivery companies have COVID-19 protocols. Couriers and postal employees generally don’t come into the office – they ring the doorbell or knock and have touchless equipment for confirmations (usually).
• Heavy deliveries – water, paper supplies, etc. requiring cart to deliver, allow personnel to put them in the correct locations.
• Mitchell Group (landlord) has protocols in place for maintenance staff.
• Guests – advise them of protocols and pre-visit health checklist and entry requirements and provide a mask if they do not have their own and ensure they always maintain their mask and distance while attending the office.

Protecting mental health

COVID-19 has impacted businesses, livelihoods, and lifestyles in very challenging ways, particularly small businesses, and workers may be affected by the anxiety, stress, and uncertainty created by the outbreak. It’s important to remember that mental health is just as important as physical health, and employers should take measures to support mental well-being and health. See resources that can assist with maintaining mental health in the workplace during this time.

Our Pacific Blue Cross benefits program has coverage for counselling services and other resources. Please refer to your plan booklet as well as newsletters from Pacific Blue Cross for further information.

The BCCDC and WorkSafe BC have also posted links to resources that can assist with maintaining mental health in the workplace during this time. The links can be found here:

• BC Centre for Disease Control: Mental well-being during COVID-19
• WorkSafe BC: Protecting mental health

Sick Leave

CCI provides paid sick leave days per calendar year as listed in the HR Policies and Procedures Guide. In addition, if there are vacation days, time in lieu days or special leave days available to you should you fall ill, you may use any unused balances. If you are required to be off for an extended period (e.g., self or imposed isolation due to COVID-19 symptoms), you may be/are eligible to apply for Employment Insurance Sickness Benefits for a period up to 15 weeks. Please refer to the attached document – EI – Sick Benefits (as they relate to COVID-19).
Appendix A: TOUCH POINTS

Touch points are:

• Entrance door
• Doorbell (outside door)
• Alarm panel
• Light switches
• Sofa/chairs
• Coat closet and supply closet
• iPad
• Door knobs, office doors
• Conference Room: chairs, table, white board, heater, fridge, TV, remote control, phone
• Photocopier touch screen
• Filing cabinets in the accounting office
• Server cupboard and keyboards (Dan mostly)
• Kitchen: counter, toaster, toaster oven, microwave, fridge, Keurig, taps/sink, cupboard doors, table and chairs, water cooler taps
• Personal keyboards, mice, laptops, screens – each person is responsible for maintaining sanitary conditions on their personal equipment.

APPENDIX B: Working Remotely

Guidelines for Working Remotely during the COVID-19 Pandemic

• Hours of work: While working from home, you are expected to work your normal hours (unless otherwise agreed). You should take breaks as usual. Overtime must be agreed to in advance with your supervisor/lawyer. Please copy Human Resources on any overtime arrangements.
• Client Confidentiality: To the greatest extent possible, please try to work in a location in your residence which is quiet and where you will not be overheard by family members or other persons in your home. Do not leave your computer unattended in a place where others can access it. Please do not print anything. Do not take physical accounting files home.
• Physical Space: Set up your workstation with proper ergonomics in mind. You must follow safe work practices. If you have any concerns or questions, please contact your supervisor.
• Health Precautions: Just like at work, please follow COVID-19 protocols including washing your hands regularly, avoid touching your face and disinfect high contact surfaces frequently.
• Sickness: If you become ill and unable to work for any reason, please notify your team leader and HR immediately using the company approved app.

Appendix “C”: Office Attendance and Symptom-free Confirmation

I confirm that:

I do not have or exhibit the following symptoms of COVID-19 as identified by the BC CDC are included on this entry check poster. These are:

What are the other entry requirements?

In addition to displaying any of the above new or worsening symptoms, other restrictions from entering a workplace include:

• If you have travelled outside of Canada within the last 14 days
• If you have been identified by Public Health as a close contact of someone with COVID-19
• If you have been told to isolate by Public Health

These restrictions are included on this entry check poster. 

What if a staff member or visitor has a symptom of COVID-19 or potential exposure?

That person must not enter the workplace. They must return home and use the BC COVID-19 Self-Assessment Tool or follow any public health advice they have been given. Staff or visitors that cannot confirm the above information must not attend the office and should contact their supervisor or Human Resources to discuss next steps.