>>GraceKennedy Foods Protocolo para Regresar a la Oficina (Espanol)
Coronavirus Preventative Methods
Executive Summary
As Governments and Municipalities continue to re-open their economies, GraceKennedy has sought to provide guidelines for its operations. The Management of GraceKennedy Foods (USA) LLC has adopted these guidelines to provide a phased re-opening of our offices across the USA. It is our commitment to provide a safe environment for our team to operate and minimize any exposure of our staff while COVID-19 infection remains a serious threat.
Effective June 9st, 2020 we have moved to Phase 1 of the protocol and we will advise at a later date of our move to phase 2 based on the ongoing assessment of the progress in fighting the Pandemic.
PHASE 1:
Assumptions:
- Schools remain closed
- Limited Day Care Options
- Covid-19 vaccine not yet available
Persons who should return to office will be informed by their Department Heads and should strictly follow the scheduled established. Persons who may return once approved are as follows:
- Persons whose functions require them being in office Dept. Head to determine both functions and frequency
- Those whose home environment is not conducive to effective WFH – Initiated either by employee/supervisor
- Those who don’t have a dependent care constraint (children/parents/other)
At no time should any department have more than 50% of their Pre-COVID-19 staff in attendance at one time in the office. Department heads should communicate numbers to our HR Manager weekly in order to ensure combined head count does not violate recommended physical distancing guidelines detailed in the “Physical Workspace” suggestion box below.
Any staff member who is not on a scheduled to attend the office must get prior approval from HR or their Department Head before visiting the office.
Persons with underlying conditions are still required to remain at home.
Physical Workspace
- No more than 50% of staff in office at the same time
- Persons who return to office should work no less than 6ft away from other persons in office, regardless of how Pre-COVID 19 workstations were assigned.
- Using back-to-back or side-to-side working (rather than face-to-face) whenever possible
- Use staggered/alternating positioning at workstations wherever possible
- Where possible, using screens or barriers to separate people from each other.
- Reducing maximum occupancy of elevators and encouraging the use of stairs.
- Prioritizing those with physical disabilities for elevator use.
Persons unable to return to work due to underlying conditions, no support at home (dependent care) or unable to return from overseas:
Assumption: These functions cannot be effectively conducted from home.
USA
- Up to 12 weeks of paid sick leave and expanded family and medical leave paid at 2/3 for qualifying reason for up to $200 daily and $12,000 total
- First 2 weeks (10 working days) are cover by PTO
Return to Office Protocol
- Department Heads are to coordinate mandatory re-training/sensitization to staff members around Covid-19 prevention protocols, prior to June 15, 2020.
- Establish COVID-19 monitors:
- Ensure sanitization stations are operating and being used
- Continuous monitoring of physical distance compliance in assigned areas
- Provide ongoing assessment and suggestions for improvement
- Ensure proper use of PPEs in office
- Report non-compliance to HR/COVID-19 Committee Representative
- Offices /work areas are to undergo thorough cleaning before reopening.
- Custodial /ancillary staff are to implement enhanced cleaning measures to include higher frequency of cleaning with particular focus on high volume touch points such as door knobs, faucets, telephones, keypads, fridge handles, and light switches. Where cleaning services are conducted by third parties’ proof is to be provided that these instructions have been given to their staff.
- Third party contractors (including cleaning/custodial/ancillary staff) are to wear face masks at all times when on premises.
- Persons should continue to observe physical distancing protocols while in office of at least 6ft while in office.
- In Phase 1 reduce the time spent in office by limiting the maximum time in office each week to 4 instead of 5 days.
- Masks are required in all offices. Persons may remove masks when seated at workstations or in their offices but are required to wear masks when moving around the office, or interacting with other staff members.
- Masks are required in all common areas such as office lobbies, elevators, elevator lobbies and copy/print stations.
- Children are not allowed in any of the GK offices/facilities
- Visitors are not allowed in any of the GK offices /facilities unless required to satisfy regulatory/legal/business continuity requirements.
- If fitting the criteria above, visitors should contain those visits to the lobby/delivery areas of each building.
- Visitors should be subject to temperature checks, hand sanitizing and will be limited to the lobby/delivery area.
- Staff members should conduct their personal temperature checks each day before reporting to the office or other GK facilities. If temperatures are above 38°C (100.4°F), please report to a doctor.
- Videoconferencing will continue to be used for all meetings, even when persons are in office. Persons are reminded that no more than five (5) persons should be in physical attendance to meetings. Physical Distancing Requirement will continue to apply in the meetings.
- Meetings must be held in designated meeting areas with adequate space to meet Physical Distancing Requirement
- Persons should limit movement between units/floors/buildings while in office.
- Where possible primaries and alternates should not be scheduled on the same shifts
- All offices will be closed to staff on weekends unless specifically authorized as necessary by the President/CEO.
- How to address the lunchrooms/common areas:
- Continue physical distancing in lunchrooms/common areas
- Encourage the use of outside spaces to eat lunch, rather than the lunchrooms
- Frequent cleaning of lunch area, with special focus on frequent touch areas (door handles, table tops etc.)
- Encourage persons to purchase lunch but not gather in the lunchrooms
- Persons allowed to eat at workstations (customer-facing staff will use lunchrooms, in staggered shifts while observing appropriate physical distancing.)
- Reconfigure seating and tables to maintain spacing and reduce face-to-face interactions
- Create additional lunchroom space to better facilitate social distancing
- Cleaning of workstation/spaces must be conducted daily and be supervised. To facilitate cleaning employees are being asked to make their desk/workstations available for cleaning no later than 5:00pm daily.
Work From Home (WFH) Protocol
As detailed in GraceKennedy Telecommuting and Meeting Policy
Note: Costs associated with Work From Home are generally the responsibility of each individual employee, but exception may be made to reimburse some expenses (e.g. stationary) accrued in the process of work. Consideration will also be given to the temporary use of chairs and work equipment from the office to provide greater comfort and productivity.
Sanitization Protocol
Sanitization should be performed upon the identification of a confirmed case or suspected case as defined per the previously published protocols. Insofar as is possible the areas in which the employee was working is to be identified and vacated for the purposes of sanitization. Sanitization shall commence twenty-four hours after the vacating of the areas and employees should not return to work until at least 24 hours have passed post-sanitization. All sanitization measures are to be conducted in conjunction with the Facilities Department or equivalent responsible officer in each location / business unit.
Travel Protocol for Domestic and International flights on public commuter planes
- 14-day at home self-quarantine for those who chose to travel (for personal reasons).
- For those whose function cannot be conducted at home, persons are encouraged to utilize vacation time
- Where vacation is fully utilized, persons to liaise with HR representatives in country as these rules vary by jurisdiction
- Employees encouraged not to use public transport for work related travel and will receive subsidy for some private hire such as Uber
- Business travel remains prohibited until further advised
The Group CEO will determine the appropriate time for the Grace Group to move from Phase 1 to another phase