Guidance for Workplaces, Businesses and Organizations

Last reviewed/revised:  February 15, 2022

Find out what a workplace, business or organization should do when the risk indicator is at the levels below:

• • • Very Low Risk
    • Low Risk
    • Moderate Risk
    • High Risk
    • Very High Risk

• Guidance for Workplaces, Businesses and Organizations
• General Guidance for all Risk Levels

As we’ve come to learn over the past several years, there is not one ‘silver bullet’ that will end the COVID-19 pandemic. As such, it is imperative that we “use multiple layers of prevention to provide the best protection, especially if you cannot avoid closed spaces, crowded places, and close contact. No single intervention on its own is perfect at preventing COVID-19 spread and protection from each method is complimentary and additive.” (Public Health Ontario, How to Protect Yourself from COVID-19) Put simply, multiple layers of protection are required at the same time to have the best protection from spreading COVID-19.

Additionally, the Ontario Chamber of Commerce notes that “during an outbreak or pandemic, staff absences can be expected for many reasons.”  This means that in today’s labour market where unemployment is at historic lows, ensuring that multiple layers of protection are in place at your business or organization will protect both the economy, your business continuity, and the overall health of our community.

The Community Risk Index shows the risk level of COVID-19 transmission in the Peterborough Public Health (PPH) Region.  It brings together all available indicators on COVID-19 transmission into one easy-to-understand five-point scale.  Each indicator is based on local scientific data, monitored weekly by PPH.

Video explainer – Dr. Piggott explains how to use the COVID-19 Risk Index to stay safe.

The Workplace Risk Guidance is a complimentary tool to the Community Risk Index.

The Workplace Risk Guidance (detailed below) offers actions businesses, organizations, and workplaces can take, that correspond with the threat identified in the Community Risk Index, to reduce the spread of COVID-19 in their setting.

The former Reopening Ontario (A Flexible Response to COVID-19) Act (ROA), once outlined the mandatory public health measures to prevent the spread of COVID-19 such as environmental cleaning, capacity restrictions, masking in indoor settings and closures.

With the ROA rescinded, however, it is now up to each business, workplace, or organization to implement their own strategies to prevent the transmission of COVID-19 in their setting.

For all risk levels, we strongly recommend workplaces consider the following general guidance:

• Maintain/update a workplace safety plan
  • Incorporate COVID-19 prevention measures into your ‘day to day’ routines
  • Incorporate workplace mental health strategies into your COVID-19 safety plan
  • Ensure that all staff are aware of the safety plan and the actions required of both the employee and employer to reduce transmission of COVID-19 in the workplace
  • Develop a system to confidentially alert staff and volunteers in the event that there was a COVID-19 exposure at the workplace
  • Ensure you are aware of all of the requirements in the Occupational Health and Safety Act as it relates to COVID-19
• Consider establishing a vaccination policy for your workplace that encourages staff to remain up to date with their COVID-19 vaccination.
• Provide paid sick time for staff who are ill 
  • Benefits of Paid Sick Leave During the COVID-19 Pandemic 
• Explore flexible scheduling policies allowing people to work remotely, in the event that they need to care for someone that is ill, or self-isolate, etc.
  • Peterborough Green Up has created an ‘E-Work tool kit’ that can be used to guide your policy development
• Increase ventilation and decrease CO2 concentration at your workplace  
  • Consider removing plexiglass barriers or shields in some settings, as emerging evidence suggests these might not be as helpful as once believed in controlling the spread of COVID-19
    • Please visit PPH IAQ website for more info
  • Monitor CO2 Levels or otherwise inspect and ensure adequate ventilation – CO2 and ventilation resources available here
  • If your CO2 monitor is showing higher levels of CO2, you may consider one or more of the following:
    • Reducing the number of people in the building;
    • Servicing or upgrading your HVAC system;
    • Consider using HEPA filters in your HVAC system to reduce particles in the air that may contain viruses or bacteria
    • Increasing the amount of outdoor air being drawn into your HVAC system to decrease the recirculation of ‘stale’ air;
    • Placing portable air filtration systems throughout the building;
    • Opening windows and doors where the safety of occupants won’t be jeopardized and functioning of the HVAC system won’t be affected;
    • Installing screens so that windows and doors can be opened without the risk of pests (e.g. flies or mosquitoes) coming in; and/or
    • Increasing the humidity of your space.
  • Indoor Ventilation: Guidance During the COVID-19 Pandemic
• Monitor for symptoms, seek testing/treatment as you are eligible for and stay home if you are sick
• Promote good hand hygiene!  Make a variety of handwashing and hand sanitizing options accessible to patrons, employees, and volunteers

For a more detailed list of preventative actions you can take, please visit the PPH COVID-19 Workplace website.

The following actions are prevention measures you can take at your workplace or business to mitigate the transmission of COVID-19 that correspond with the current risk.

•  Follow the above, general guidance.

•  Follow the above, general guidance.

• Follow the above, general guidance, and consider:
  • Masking: Staff, volunteers, and patrons are encouraged to wear high quality masks (i.e. N95/KN95, well-fitting medical mask), except where ventilation is adequate and physical distancing is possible.
  • Physical Distancing: Consider setting up your business or workplace to allow for the maximum distance between both patrons and employees

• Follow the above, general guidance, and consider:
  • Masking: Staff, volunteers, and patrons are strongly encouraged to wear high quality N95/KN95 or well-fitting medical mask at worksite, except while eating or drinking if ventilation is adequate & physical distancing is possible (eating should be done in designated areas or at work stations)
  • Physical distancing:
    • Consider setting up your business or workplace to allow for the maximum distance between both patrons and employees (i.e. reduced capacity, outdoor dining, wider aisles, staggered checkout lines, etc.)
  • Staff and volunteer screening:  Encourage staff and volunteers to stay home when sick. Evidence shows availability of paid sick days is critical to this decision, or employees may attend the workplace sick infecting others.

• Follow the above, general guidance, and consider:
• Staff and volunteer screening: Encourage staff and volunteers to stay home when sick. Evidence shows availability of paid sick days is critical to this decision, or employees may attend the workplace sick infecting others.
  • For employees or volunteers that remain on site, have them complete the self-screening tool, and attest in writing that they do not have any symptoms
• Remote/hybrid: Employees and volunteers should consider working from home where feasible; workers and volunteers should meet using virtual methods only
  • Consider postponing work that must be done in-person where feasible
• Masking: Staff, volunteers, and patrons are strongly encouraged to wear high quality N95/KN95 or well-fitting medical masks at all times indoors and in community settings (except while eating or drinking). Staff should eat and drink alone in designated areas, or offsite.
  • Consider putting signage up at your workplace or organization, encouraging people to wear a mask before entering your premise
  • Consider providing N95/KN95 masks for staff, volunteers or patrons that need to be on site or at work in other community settings
• Testing: During highest transmission periods, consider making rapid antigen testing programs freely available for staff weekly
• Physical Distancing and Airspace: Consider the potential impacts of transmission at your workplace or organization and take all measures to increase physical distancing and improve ventilation. For example:
  • Consider offering online shopping, curbside pick-up, or take-out dining for your patrons
  • Consider setting up your business or workplace to allow for the maximum distance between both patrons and employees (i.e. reduced capacity, outdoor dining, wider aisles, staggered checkout lines, etc.)
• Ventilation: In addition to the recommendations above, you are encouraged to run your HVAC or ventilation systems even when the building occupancy is low or empty; consider running the system at full capacity for several days prior to staff or volunteers returning to the office