COVID-19 Safety Plan
Message from the President
Canda Six Fortune Enterprise is committed to providing a safe and healthy workplace for all our workers which also increases the safety of customers. To ensure that we have a safe and healthy workplace, we have developed the following COVID-19 Safety Plan in response to the COVID-19 pandemic. Managers and staff are all responsible for carrying out this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces and communities, and that requires full cooperation among our staff and management team. Only through this cooperative effort can we establish and maintain the safety and health of our staff and workplaces.
During this time, we want to emphasize that communication with your manager is very important. Please inform your manager if you need help in any way during these turbulent times. In the COVID-19 Safety Plan below, you’ll find out the steps that we have taken and will continue to take in order to reduce the risk of transmission and maintain a healthy work environment.
We will continue to monitor any new COVID-19 updates from Health Canada as well as other government and health officials and adjust these guidelines at regular intervals as the situation develops. We thank you for your understanding and patience.
In order to help keep staff members updated on where active cases are occurring, regularly updated geographical reports of COVID-19 case numbers have been posted on the Employee Notice Board since February 2020. Information regarding COVID-19 outbreak measures and changes in workplace practices have been communicated to staff through the release of company-wide memorandums via email and was later posted centrally at the Employee Notice Board. COVID-19 news and developments are also regularly sent to staff and managers through email.
- Face Masks and Hand Sanitizer
It is mandatory that anyone who enters company premises, including visitors, contractors as well as company staff (such as sales and warehouse staff), wear face masks. A poster to remind staff and visitors was placed in all our entrances. Face masks are available at the front desk/reception area.
If you are working outside of company premises and enter an enclosed area containing other people, for example you enter a building such as a restaurant or store, you also must wear a face mask. Disposable face masks and hand sanitizer have been available to staff as of the end of January.
For instructions on how to safely wear a face mask please refer to page 1 of the Appendix.
In addition, each staff member will be provided with a box of 50 disposable face masks once every two months. These boxes of face masks will also be available at the front desk/reception area.
Warehouse and sales staff have also been provided with smaller, individual bottles of hand sanitizer as they may have a higher chance of encountering people or items arriving from outside of the company or office. Face shields or goggles as well as protective gowns may be provided for staff that travel by airplane.
We have also assisted our staff in putting in a bulk order for face masks in April; these face masks can be purchased by staff members for personal use, including use by family and friends.
Cleansing wipes are available for staff to use on each floor and within the warehouse; there is one large container located on each floor of the office as well as one container located in the warehouse.
- Policies for employees exhibiting signs and symptoms of COVID-19
We are elevating our health and safety precautions. If you have had symptoms of COVID-19 or have been feeling ill in the last 10 days, you MUST stay home and self-isolate for a minimum of 14 days or until after you no longer have symptoms and feel well again, whichever period is longer. Please contact your manager and the HR Department to let them know that you are feeling unwell and efforts will be made to arrange for remote work (depending on the nature of your position and whether it would be possible to work remotely) or time off.
Common signs and symptoms of illness/COVID-19 may include, but are not limited to:
- Cough or worsening of chronic cough
- Shortness of breath
- Sore throat
- Runny nose
- Loss of sense of smell or taste
- Loss of appetite
- Nausea and vomiting
- Muscle aches
We ask all staff members to self-monitor and assess themselves for COVID-19 related symptoms as well as any changes in health. If you are exhibiting COVID-19 related symptoms, please call 811 (for BC) or 1-866-797-0000 (for ON) and consult with a medical professional.
Posters for “Entry for Workers” can be found in the Main Entrance, Employee Entrance and Warehouse Entrance to remind staff members not to enter if they exhibit any of the symptoms.
Please be aware that the period of self-isolation may be different if you have been confirmed by health officials to have contracted COVID-19. In that case, you must follow the advice of such health officials and let your manager and HR Department know of the situation as soon as possible. All efforts will be made to allow you to either work from home or take time off.
In addition, if you have had contact with any individual(s) who have been confirmed by health officials to have contracted COVID-19, please contact your manager and HR Department as soon as possible: you also MUST stay home for 14 days and monitor for symptoms.
If COVID-19 testing was not recommended after calling 811 or 1-866-797-0000 and speaking to a medical professional, you may return to work when you no longer experience any COVID-19 related symptoms for a minimum of 24 hours.
Staff members who have travelled to ANY international destination(s), including the United States will be required to inform their manager and the HR department of their international travel and to self-isolate and monitor for symptoms at home for 14 days after arriving in Canada. We ask all staff to avoid travelling outside of Canada, including travel to the United States.
For those colleagues who will be in contact with friends and family arriving from outside of the country, please self-isolate at home for 14 days. It would be necessary to inform your manager and the HR department prior to their arrival in order to coordinate work arrangements.
**In all such cases above where staff are required to self-isolate, efforts will be made to allow these staff members to work from home or take time off (depending on the nature of their position and whether it would be possible to work remotely).
- Daily Staff Screening – Health and Travel Declaration
All staff will be required to complete and submit an electronic Health and Travel Declaration Form (Canda Employees) every day prior to leaving for work. Staff can access this form by scanning a QR code via cellphone. The QR code can be found posted by the time clock machine, by the main reception desk in the office as well as on page 2 of the Appendix.
The Health and Travel Declaration Form (Canda Employees) contains questions regarding employee health, recent international travel and contact with international visitors/individuals who have been diagnosed with COVID-19. It also requires staff to conduct a temperature check at home.
Please see page 2 of the Appendix for the Health and Travel Declaration Form (Canda Employees).
- Daily On-Site Temperature Check
To better protect our staff and 3rd parities who access our company’s premises, a mandatory self-initiated temperature check for all staff and mandatory temperature check for contractors and visitors will be implemented on company premises.
Please note: All staff will be required to conduct two self-initiated temperature checks per day; one temperature check will be done at home prior to leaving for work (in order to complete the electronic Health and Travel Declaration Form [Canda Employees]), a second temperature check will be conducted upon arrival to company premises.
The following are the steps and procedures that will be taken for the on-site temperature check.
i. Check temperature at wall mounted thermometer located by the time clock machine (where staff punch in for the day) or main reception desk.
a. Staff would go to the wall mounted thermometer, located by the time clock machine or the main reception desk, and conduct their own temperature check at the beginning of their work shifts. Staff members should maintain physical distancing while lining up to do their own temperature check.
b. All contractors and visitors are required to check their temperature at the main reception desk. Contractors and visitors should maintain physical distancing if there is a line up for the temperature check.
ii. Receptionist/Administrative staff records whether the visitor/contractor passes their temperature check in the Health & Travel Declaration Form (Visitors and Contractors). Please see page 3 of the Appendix for the Health & Travel Declaration Form (Visitors and Contractors).
iii. If temperature checked is below 37.5°C. No further action is required.
iv. For Staff: If temperature checked is 37.5°C or higher
a. Wait 10 minutes before doing another temperature check.
If the 2nd temperature check is also 37.5°C or higher the staff member must return home and immediately contact their Supervisor/Manager and the HR Department.
If the 2nd temperature check is under 37.5°C, the staff member will wait another 10 minutes and then do a 3rd temperature check. If the 3rd temperature check results in a temperature that is:
– Below 37.5°C: No further action is required, the staff member may continue work. Two temperature checks resulting in a temperature under 37.5°C are needed in order for the staff member to remain at work.
– 37.5°C or higher: The staff member must return home and immediately contact their Supervisor/Manager and the HR Department. Two temperature checks resulting in a temperature of 37.5°C or higher will result in the staff member being asked to return home.
b. For Contractors/Visitors: Receptionist/Administrative staff will ask the Contractor/Visitor if they would like to wait 10 minutes and then do a 2nd temperature check. If they decide not to do a 2nd temperature check the Receptionist/Administrative staff will decline access to the company’s premises. The Canda contact person for the Contractor/Visitor will be responsible for communicating with the Contractor/Visitor’s company immediately for follow up arrangements.
If they choose to do a 2nd temperature check and the result is:
37.5°C or higher: The Receptionist/Administrative staff will decline assess to company premises. The Canda contact person for the Contractor/Visitor would be responsible for communicating with the Contractor/Visitor’s company immediately for follow up arrangements.
Under 37.5°C: The Receptionist/Administrative staff will wait another 10 minutes and then do a 3rd temperature check. If the 3rd temperature check results in a temperature that is:
– Below 37.5°C: No further action is required, the Contractor/Visitor may remain on company premises.
– 37.5°C or higher: The Receptionist/Administrative staff will decline access to the company’s premises. The Canda contact person for the Contractor/Visitor would be responsible for communicating with the Contractor/Visitor’s company immediately for follow up arrangements.
v. If staff is being sent home:
a. Supervisor/Manager and HR will discuss the feasibility of a work from home arrangement.
b. If a work from home arrangement is approved, the Supervisor/Manager will inform the staff about the decision.
c. If a work from home arrangement is not feasible, the Supervisor/Manager will inform the staff about the decision. Staff can apply for paid sick leave or paid
vacation. HR will issue a ROE upon request from the staff for government income assistance application.
d. If the staff is located in BC, the staff should call 811 and consult with medical professional about whether a COVID-19 test is needed. The staff member is required to inform his/her Supervisor/Manager and HR about the resulting decision.
e. If the staff is located in Ontario, the staff should call 1-866-797-0000 and consult with medical professional about whether a COVID-19 test is needed. The staff is required to inform his/her Supervisor/Manager and HR about the resulting decision.
vi. If a provincial medical professional informs the staff that they do not need to take a COVID-19 test, the staff may return to work when (1) the fever is gone and (2) there are no other COVID-19 symptoms for a minimum of 24 hours.
vii. If a provincial medical professional advises the staff to take a COVID-19 test, the staff will need to do the test. If the test result is negative, the staff may return to work when (1) the fever is gone and (2) there are no other COVID-19 symptoms for a minimum of 24 hours.
viii. If the staff took the test and was confirmed positive, the staff will need to follow all recommendations from medical professionals and inform the company of the result immediately. He/she may return to work only after a confirmation by medical professional of full recovery.
ix. If you have any questions or concerns, please contact HR.
- Enhanced Cleaning Protocols
Increased frequency and strength of cleaning of surfaces: cleaning of door handles, light switches and other surfaces that are frequently touched will now occur four times per day. Once every two to three hours.
Cleaning protocols have also been developed for high contact areas, including washrooms, lunchrooms as well as photocopier rooms. Please refer to pages 4 to 6 of the Appendix for details regarding the frequency of cleaning and protocols for high contact areas. Cleaning protocols for delivery trucks and warehouse equipment can also be found in the Appendix pages 7 to 16. The checklist will be done and sign off every day by all staff and have been printed and placed inside the trucks and on the equipment. Furthermore, posters reminding employees to clean and sanitize area before and after use, disinfectant spray bottles, and paper towels have been placed in high contact areas to minimize the risk of spreading COVID-19.
- Handshakes, Handwashing and Hygiene
Handwashing is one of the most important ways to reduce the risk of contracting COVID-19. Our hands may touch surfaces contaminated with the virus and then bring it to our mouth, nose and other openings throughout the course of the day. It is extremely important to avoid touching your face and openings such as your mouth, nose and eyes with unwashed hands.
Please wash your hands with soap and water upon arrival to work, prior to eating, before and after breaks, after handling cash, as well as after handling common tools and equipment. Instructions on proper handwashing techniques have been posted in washrooms and by the sink in the pantry/breakroom.
Kitchen and eating utensils have been removed and locked up to avoid staff sharing. Individually wrapped and packaged goods (e.g. sugar, fresh cream, and milk) have been provided instead to minimize spread of the virus. Only individually wrapped or portioned food will be allowed for sampling.
During this special time please avoid handshakes as it helps to spread the virus; “no handshake” posters have also been posted in the reception area.
We would also like to encourage all staff to practice good respiratory hygiene; please cover your mouth and nose with your sleeve, elbow or a tissue when coughing or sneezing. If you used a tissue, please dispose of your tissue in a trash bin and then wash or sanitize your hands afterwards.
- Maintain Physical Distancing
What is physical distancing? It is the act of keeping a distance of at least 2 arms lengths (approximately 2 metres) from others, as much as possible. We ask all staff to maintain a physical distance from each other in order to minimize the possibility of COVID-19 transmission.
Physical Distancing Measures at Canda Six Fortune Enterprise
i) Alternative work schedules and remote work:
General office staff (which includes sales staff) are split into Team A and B, eliminating overlap shifts and contact between Team A and B. This measure will allow physical distancing by minimizing the number of staff working in the office at any one time. This measure was in effect as of Wednesday, March 18, 2020 and resumed as of Monday, November 30, 2020.
ii) Split shifts for warehouse staff:
Warehouse staff are split into either morning or afternoon shifts, eliminating overlapping shift times and contact between warehouse staff on different shifts. This measure will allow for physical distancing by minimizing the number of staff working in the warehouse at any one time.
iii) Reduction of interaction between different groups of staff:
General office staff and warehouse staff are asked to maintain a certain distance from each other and reduce physical interaction, such that any potential transmission would be localized in either the office or warehouse only.
Sales and general office staff should not be taking their lunch in the pantry, as the pantry will be reserved for the use of warehouse staff. General office staff should take their lunch at their desk instead.
Sales and general office staff are not permitted to enter the warehouse at this time. Staff purchase pick up will occur in separate locations for general office and warehouse staff; sales and general office staff are not permitted to enter the warehouse to pick up their orders, instead the items will be brought into the office, outside of the warehouse for them to pick up.
iv) Virtual meetings and interviews:
In person meetings will resume, although virtual meetings are available as an option to all staff. In person meetings will be limited to a maximum of 3 people per room.
Interviews will be held online whenever possible, this is a measure to help minimize close contact with multiple individuals, as well as reduce contact with individuals from outside of the company.
The Huddle Meeting for March was cancelled to avoid physical contact between large numbers of staff members as an example.
v) Occupancy limit per lunch tables:
Warehouse staff members must eat at separate tables during lunch/break in the pantry to a maximum of one person per 2 tables. This will help to eliminate grouping of staff and gatherings during lunch/break periods. Excess chairs have been removed from tables in order to encourage staff to abide by this rule.
vi) Occupancy limit within washrooms:
In order to allow for physical distancing within washrooms, for BC, a maximum of 1 person will be permitted; and for ON, a maximum of 2 person will be permitted to be within the washroom at any given time.
vii) Occupancy limit within conference rooms and printer rooms:
Conference room and printer room occupancy limits have been posted and implemented. The occupancy limit of each conference room will vary according the approximate size of the conference room. The maximum number of people allowed in conference rooms is 3. The printer room occupancy limit is 1 person at a time.
viii) Direction Arrows and Floor Decals
Direction Arrows have been placed on both sides of the walls directing the flow of staff in the office. In close contact and congested areas, Floor Decals have been placed on the floor to indicate and inform staff where to stand when there is a line up.
Physical Distancing Posters have been placed throughout the Office and Warehouse areas to remind staff to always maintain 2 arms lengths distance from others.
x) Portable plastic dividers (“sneeze guards”) are available for staff who would like to use them at their workstations. These plastic dividers may act as a physical barrier between staff who are working in relatively close proximity to each other.
- Safety Protocol if an Employee is Confirmed to have COVID-19
i) Do Not Come to Work
If you are confirmed to have Covid-19, stay home, self-isolate, and do not come to work. Follow the instruction from the provincial health professionals. For BC, dial 811; for Ontario, dial 1-866-797-0000.
ii) Inform the Company
Immediately inform your Supervisor/Manager and HR. Provide your information to HR such as:
• When did symptoms first start?
• When did you receive a confirmed positive test report?
• When was the last time you were at work?
• Where or in what area did you work?
iii) Inform the Local Public Health Authority
HR immediately reports the confirmed Covid-19 case to the local public health authority. For BC, contact Fraser Health at www.fraserhealth.ca or dial (604) 587-4600; for Ontario, contact Toronto Public Health via email to PublicHealth@toronto.ca or dial (416) 338-7600.
iv) Identify and Report Close Contact at Work
HR and you together identify and report close contact at work to the local public health authority.
Who is a Close Contact?
• A person who works within close proximity to you.
• A person within 6 feet/2 metres with you for 15 minutes or more, even if you both were wearing a mask.
• A person who went for lunch breaks or socialized with you.
• A person who had multiple close encounters with you over a 24-hour period (even if each was less than 15 minutes).
• A person had close, physical contact with you, such as shaking hands.
v) Inform Close Contact to Additional Precautions
Under the instruction from the local public health authority, HR informs the identified close contact to take additional precautions, including exclusion from work, remaining at home, self-isolate and/or take Covid-19 test. Confidentiality of the employee(s) who are confirmed positive must be maintained at all time.
vi) Conduct Deep Cleaning
HR and/or Administration Department assists to close off areas visited by the individual, wait for 24 hours or as long as practical before performing a deep clean and sanitization by outside professional service. Then, HR and/or Administration Department contacts the local public health authority to ensure that the affected areas are cleaned as per their protocol.
vii) HR Provides Assistance to Affected Employees
HR maintains continuous communication with the affected employees and provides needed assistance.
viii) Safe Return to Work
Affected employees may return to work after confirmation from the local public health authority. The company reserves the right to obtain medical certification to substantiate the safe return to work of the affected employees.
- Procedure if Company is Ordered to Lockdown due to COVID-19
The Company estimates that a lockdown order due to COVID-19 is between 1 day and 1 week long.
ii) Inform Employees Do Not Come to Work
HR Department emails all staff regarding the lockdown and instruct them do not come to work. No employee is allowed to enter the premises, including the office and the warehouse, to pick up mails or paperwork etc.
Department Heads again inform team members by phone, email and/or other effective methods do not come to work. If possible, work from home arrangements should be made with the staff.
Designated staff put up lockdown signages at the company entrances (BC – Sally Wong; ON – Jason Lin).
iii) Arranges Deep Cleaning and Sanitization
Admin Team contacts pre-approved deep cleaning and sanitization company to conduct disinfection for the office and warehouse as soon as possible after a 24-hour lockdown.
iv) Inform Trucking Companies to Stop Delivery
Designated staff from the Warehouse, Inventory Planning and Buying Teams coordinate and inform trucking companies do not come to the warehouse for delivery and unloading (BC – Simon Tan, Andy Chan and Carolyn Chang; ON – Jason Lin, Henry Ma and Owen Lai).
v) Inform Customers about Delivery Interruption
Sales staff inform customers that delivery will be delayed and rescheduled.
vi) Cooperate with Local Public Health Authority Until the Lockdown Order is Lifted
Designated staff will cooperate with the local public health authority and take necessary actions until the lockdown order is lifted. (BC – Sally Wong, Arthur Lui and Calvin Lau; ON – John Dong, Jason Lin, Henry Ma and Calvin Liu).
vii) Inform Employees when It Is Safe to Return to Work
HR Department emails all staff when it is safe to return to work. Department Heads again inform team members by phone, email and/or other effective methods that it is safe to return to work.
- Monitoring of Safety Protocols
Two staff have been assigned to be the inspectors to monitor the implement of all protocols in the Safety Plan. The staff inspectors will walk around the building doing sudden inspections, to ensure staff are following the protocols and note down any restricted activities. The Inspection Checklist can be found on page 17 of Appendix.
- Work Related Travel and Visitors
Domestic business trips will resume while international business trips are cancelled until further notice. A new travel policy was announced to suppliers, employees and potential visitors; staff will no longer participate in events where event participants may have travelled from COVID-19 affected areas within the last 30 days. Physical meetings between members of different offices have been cancelled or postponed; meetings may be held remotely. Vendor visits have also been postponed, cancelled or held remotely. Face shields or goggles as well as protective gowns may be provided for staff that travel by airplane.
Visitors and warehouse contract workers are subject to the same COVID-19 related policies and procedures as Canda Six Fortune staff and must also fill out a Health and Travel Declaration Form (Visitors and Contractors). The Health and Travel Declaration Form (Visitors and Contractors) requires individuals to report whether they have travelled outside of Canada within the last 14 days, it also asks health related questions such as whether not they have experienced any COVID-19 related symptoms. If the individual answers ‘yes’ to any of the questions on the form, they will be denied access to company premises. An “Entry for Visitors” also have been posted in the Main Entrance, Employee Entrance and Warehouse Entrance.
Visitors must also wear face masks, use hand sanitizer or disposable gloves and undergo a mandatory temperature check upon entry of company premises (please refer to Section 5 of the COVID-19 Safety Plan for more details regarding the temperature check). Disposal face masks, hand sanitizer and disposable gloves are available for visitors at reception in the office and receiving desk within the warehouse.
- Non-Work Related International Travel
In terms of personal travel arrangements, we ask that all staff avoid travelling outside of Canada, including travel to the United States during this time. Staff that choose to travel out of the country must fill out and sign the Declaration of Out-of-Country Travel During COVID-19 form as well as undergo a mandatory 14 day quarantine upon return to Canada (as per the Quarantine Act invoked by the Government of Canada).
Unless a remote work arrangement has been approved by the staff member’s Department Manager and an Executive, this 14 day quarantine period will be unpaid. The Declaration of Out-of-Country Travel During COVID-19 form can be found on page 18 of the Appendix..
- Flexible Scheduling for Transit Users
Staff members who are using public transit to commute to work may speak with their managers about flexible scheduling in order to allow for the use of public transit on off-peak hours. For example, they may start and end their shift an hour later in order to avoid the rush of people during peak hours. During off-peak hours less of the public may be onboard public transit vehicles which can help staff members maintain social distancing protocol and reduce their chance of contracting COVID-19.
**All company staff must follow the policies and procedures outlined in the COVID-19 Safety Plan, failure to do so will result in disciplinary action at the discretion of the Company.**
Please note: As of May 19, 2020, the COVID-19 Safety Plan will be reviewed every 14 days in order to take into account any changes in the progression of the outbreak and reassess the COVID-19 polices and measures within the plan. Changes will only be made after careful consideration as the health and safety of our staff is paramount.
Last Review Date: December 21, 2020