COVID Safe Plan

Hygiene

Provide and promote hand sanitiser stations for use on entering building and other locations in the worksite and ensure adequate supplies of hand soap and paper towels are available for staff.
·       Controlled entry to workplace:
·       Hand sanitising station at entry of building
·       Body temperatures are checked for each person and marked as completed on attendance record
·       Attendance Records are completed
·       Non-essential third party visits are not permitted
·       Workplaces have cleaning schedules in place every 4 hours
·       Face masks will be worn
·       Facilitators will wear safety glasses or face shields
·       Adequate supply of hand washing liquid, hand sanitiser & paper towel
·       Disposable cutlery, plates & cups are used
·       Hand sanitiser is accessible throughout the day
·       Information displayed around the workplace reinforcing:
·       Social distancing
·       How to wear a mask
·       Cleaning
·       Limited persons per room
·       Vehicles carry hand sanitiser and disposable face masks
Where possible: enhance airflow by opening windows and adjusting air conditioning.
·       Open room windows or vehicle windows for adequate ventilation
·       Keep roller door open
·       Turn on air-conditioning, where appropriate, for increased air flow
·       Maximum number of persons allowed in work area
·       Face masks always worn
·       Outdoors when working on contracts
In areas or workplaces where it is required, ensure all staff wear a face covering and/or required PPE, unless a lawful exception applies. Ensure adequate face coverings and PPE are available to staff that do not have their own.
·       Business Managers & Facilitators will enforce face masks
·       Disposable face masks provided
·       Safety glasses or face shields provided to Facilitators
·       PPE provided of disposable gloves, disposable aprons where required
·       Information displayed how to wear a face mask & how to dispose of it
·       Daily Toolbox/Handover meetings are used to prompt & remind people of their obligations
Provide training to staff on the correct use and disposal of face coverings and PPE, and on good hygiene practices and slowing the spread of coronavirus (COVID-19).
·       Posters displayed around workplace on:
·       How to use a face mask
·       How to dispose of face masks
·       How to wash hands
·       How infection spreads
·       Available in easy English
·       Verbal prompts to use hand sanitiser & PPE
·       Information & resources available to all employees on Dropbox COVID-19 folder
·       eLearning modules completed by all employees on infection control & COVID-19
·       Regular communications sent to employees on obligations
Replace high-touch communal items with alternatives.
·       Dishwasher with boiling water used for dishes
·       Personal dishes are not shared
·       Disposable cutlery & plates provided
·       Contactless hand sanitising stations & rubbish bins available
·       No sharing of food or dishes is allowed
 
Guidance
Action to mitigate the introduction and spread of COVID-19

Cleaning
Increase environmental cleaning (including between changes of staff), ensure high touch surfaces are cleaned and disinfected regularly (at least twice daily).
·       Cleaning schedule of high touch surfaces every 4 hours
·       Cleaning completed with Oxivir
·       PPE of disposable gloves provided for cleaning
·       Face masks provided and safety glasses or face shields provided to Facilitators
·       Amount of people limited per space
·       Staggered lunch breaks provided and/or with physical distancing
·       Hand washing required after cleaning
Ensure adequate supplies of cleaning products, including detergent and disinfectant.
·       Disinfect with Oxivir
·       Adequate hand washing liquid is provided
·       Business Managers monitor cleaning supplies
·       Operations Managers ensure cleaning supplies are stocked
 
Guidance
Action to mitigate the introduction and spread of COVID-19
Physical distancing and limiting workplace attendance
Ensure that all staff that can work from home, do work from home.
·       Staff from head office have suitable work to work from home
·       Working from Home Checklist provided
·       Remote Working and Working from Home Policy distributed to employees
·       Other work from home for suitable staff includes welfare checks, eLearning, online training, etc
Establish a system that ensures staff members are not working across multiple settings/work sites.
·       Employees and supported employees work from a specific hub
·       Works contracts are completed outdoors with no-person contact and face masks
Establish a system to screen employees and visitors before accessing the workplace. Employers cannot require employees to work when unwell.
·       Unwell/sick employees are not permitted onto site
·       Entry to workplace is controlled by:
·       Body temperatures are checked
·       Assess visible signs of COVID-19 & flu-like symptoms
·       Hand sanitising upon entry
·       Sign in sheet
·       Face masks provided
·       Facilitators will wear safety glasses or face shields
·       Any person not consenting to any of the above are sent home.
·       Absences are recorded & monitored
·       Isolation required for any person unwell or confirmed case
·       Policy & procedures in place:
·       COVID Safe Policy
·       COVID-19 Confirmed Case Procedure
·       Infection Control Policy
·       Any authorised works must complete External Contractor COVID-19 form with questionnaire
·       Hub restricted entry posters are displayed
·       Confirmed cases are:
·       Reported to DHHS, WorkSafe & NDIS Commission
·       Contact tracing is completed
·       All close contact persons are required to isolate for 14 days and get COVID-19 test
·       Confirmed cases are managed by Leadership Response Team
·       Workplace is closed for deep clean
·       Incidents are reported and investigated
Configure communal work areas so that there is no more than one worker per four square meters of enclosed workspace, and employees are spaced at least 1.5m apart. Also consider installing screens or barriers.
·       Activities are spread in the workplace
·       Maximum amount of people allowed per area
·       Signs displayed and verbal prompts are used to control social distancing
Use floor markings to provide minimum physical distancing guides between workstations or areas that are likely to create a congregation of staff.
·       Signs are displayed in work areas
·       Teams are separated into different work areas and crews
Modify the alignment of workstations so that employees do not face one another.
·       Activities are completed in different rooms
·       Teams are divided
·       Entry is controlled
·       Face masks are worn
·       Safety glasses or face shields are worn by Facilitators
·       Workstations are at least 1.5 metres apart if working in the room at same time
Minimise the build-up of employees waiting to enter and exit the workplace.
·       Participant and employee numbers are decreased for practical work
·       Signs and posters are displayed around workplace
·       Maximum people per area is controlled
·       Physical distancing is reinforced
Provide training to staff on physical distancing expectations while working and socialising (e.g. during lunchbreaks).
·       Daily Toolbox/Handover meetings are used for reinforcing obligations
·       Teams have lunch breaks at different times & outside if possible
·       eLearning modules are provided to employees on COVID-19 and Infection Control
·       Regular communications are sent by Leadership Response Team
·       Regular manager meetings and briefings
Review delivery protocols to limit contact between delivery drivers and staff.
·       Any deliveries are left outside and contactless
·       Hub restricted entry posters are displayed
·       Phone is used for communication of rules with suppliers prior to delivery
Review and update work rosters and timetables where possible to ensure temporal as well as physical distancing.
·       Participant and employee numbers are decreased for practical work
·       Lunch breaks and start & finish times are staggered
·       Supported employees and participants are with a Facilitator at all times and verbal prompts are used for reinforcement
Where relevant, ensure clear and visible signage in areas that are open to the general public that specifies maximum occupancy of that space, as determined by the ‘four square metre’ rule.
·       Third-party visits are not permitted
·       Sites are not open to the general public
·       Signs are displayed
·       Entry is controlled


Guidance
Action to ensure effective record keeping
Record keeping
Establish a process to record the attendance of customers, clients, visitors and workplace inspectors, delivery drivers. This information will assist employers to identify close contacts.
·       Progress notes are recorded
·       Third-party visits are not permitted
·       Authorised contractors must complete C2A’s External Contractor COVID-19 form
·       Body temperatures are checked for each person and marked as completed on attendance record
·       Attendance records are completed
·       Contact Data spreadsheet available for confirmed case
·       COVID Safe Policy & Procedure will be followed
·       COVID-19 Confirmed Case Procedure will be followed
·       Confirmed cases will be recorded on organisational register
Provide guidance to staff on the effective use of the workplace OHS reporting system (where available).
·       Regular communications to employees are sent
·       New or developed policies & procedures are distributed
·       eLearning sign off is required for new policies
·       eLearning training provided
·       Employees are supported & information provided when required
·       All incidents are:
·       Reported on Incident Record
·       Incidents are investigated and reported to authoritative bodies
·       Incidents are recorded on organisational register
·       Corrective actions are implemented
·       C2A policies & procedures that will be followed:
·       COVID Safe Policy
·       COVID-19 Confirmed Case Procedure
·       OH&S Policy
·       Infection Control Policy
 
Guidance
Action to prepare for your response
Preparing your response to a suspected or confirmed COVID-19 case
Prepare or update your business continuity plan to consider the impacts of an outbreak and potential closure of the workplace.
·       Business Continuity Plan is continually reviewed with risk control measures
·       Leadership Response Team established
·       Business Continuity Plan is made accessible to all employees on Dropbox
·       Absences are monitor
·       Confirmed cases and close contact cases are required to:
·       Isolate for at least 14 days
·       COVID-19 test on 11th day
·       Complete Return to Work form
·       Provide test results
·       Await Leadership Response Team assessment of request
Prepare to assist DHHS with contact tracing and providing staff and visitor records to support contact tracing.
·       COVID Safe Policy & Procedure will be followed
·       All employees, participants & authorised visitors are recorded
·       COVID-19 Confirmed Case Procedure will be followed
·       DHHS Contact Data spreadsheet will record close contacts for 48 hours prior to symptoms
·       Confirmed cases will be recorded on organisational register
·       Confirmed cases will be reported to:
·       DHHS
·       WorkSafe
·       NDIS Quality & Safeguards Commission
·       Stakeholders recorded on Contact Data Spreadsheet will be contacted for isolation & COVID-19 test & send communications to stakeholders
Prepare to undertake cleaning and disinfection at your business premises. Assess whether the workplace or parts of the workplace must be closed.
·       Cleaning schedules are implemented using Oxivir
·       Cleaning of high touch surfaces is completed every 4 hours
·       In a confirmed case, the site is immediately closed down for a deep clean
·       Procedure developed to follow when a case is confirmed or close contact
Prepare for how you will manage a suspected or confirmed case in an employee during work hours.
·       For confirmed case, person must be sent home immediately or isolated until person can be picked up
·       Face masks will be worn
·       Safety glasses or face shields will be worn by Facilitators
·       All close contacts are sent home
·       Confirmed case and close contacts are required to:
·       Isolate for at least 14 days
·       Seek medical advice
·       Get COVID-19 test on 11th day
·       Provide test result and complete Request to Return form before returning
·       Hub will be immediately closed for a deep clean
·       Person will have welfare checks by line manager and HR Manager
Prepare to notify workforce and site visitors of a confirmed or suspected case.
Any person recorded on DHHS Contact Data spreadsheet will be contacted by C2A to notify of confirmed case, obligation to isolate, seek medical advice and get COVID-19 test.
Leadership Response Team will send communications about confirmed case & response.
Prepare to immediately notify WorkSafe Victoria on 13 23 60 if you have a confirmed COVID-19 case at your workplace.
OH&S Manager will report confirmed case to WorkSafe within 24 hours. Upon receiving reference number, WorkSafe Incident Form will be completed within 48 hours.
Outlined in C2A’s COVID-19 Confirmed Case Procedure.
Confirm that your workplace can safely re-open and workers can return to work.
In a confirmed case, the site will be closed for a deep clean.
DHHS & WorkSafe will be notified of reopening when reporting confirmed case and notify of deep clean date.
Leadership Response Team will send internal communications of reopening and controls implemented to minimise any risks to health & safety.
Business Manager will control entry to workplace again.

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