Guidance for Businesses and Workplaces

[Revised October 19, 2020] COVID-19 Prevention toolkit for businesses and workplaces

COVID-19 Prevention Toolkit for Businesses and Workplaces (Revised October 19, 2020) was created to provide public health guidance around COVID-19 for businesses and workplaces in Kingston, Frontenac, and Lennox & Addington (KFL&A). This toolkit includes a checklist to help non-health care workplaces and businesses re-establish operations in a way that reduces the risk of transmission of COVID-19.

[Revised September 25, 2020] How to screen for COVID-19 symptoms

• Workplaces are required, under the Reopening Ontario Act, 2020 regulations, to screen workers or essential visitors (e.g., delivery, maintenance, contract workers) in the work environment. The COVID-19 Screening Tool for Workplaces includes required screening questions and information about required process.
• If the individual answers yes to any of the screening questions from 1 to 3, they have not passed and should be advised they should not enter the workplace (including any outdoor, or partially outdoor workplaces). They should go home to self-isolate immediately and are advised to contact their primary care provider, a COVID-19 Assessment Centre, or Telehealth Ontario.
• Consider screening patrons and individuals entering the premises for COVID-19 symptoms and risk factors before their appointment or when they arrive. 

 Cleaning and disinfecting your environment

• Environmental cleaning is the cleaning of frequently used surfaces in the common and shared areas in workplaces. Effective cleaning reduces the risk of spreading infection through touching contaminated surfaces. 
• Increase the frequency of cleaning to at least twice a day, especially high touch surfaces such as:
  • desks
  • phones
  • break room counters, tables and chairs, and appliances
  • cash registers
  • common area door handles and railings
  • elevator buttons
  • common area furniture
  • toilets
  • light switches
• High touch zones should be cleaned first to remove visible dirt, then disinfected.
• It is recommended that items that cannot be easily cleaned (e.g., newspapers, magazines, stuffed toys) be removed.

Environmental cleaning in non-health care settings

Most non-healthcare settings only require routine cleaning and not disinfection. Clean touched surfaces twice daily. 

If you want to disinfect surfaces, use an off-the-shelf disinfectant according to the instructions on the label and follow Public Health Ontario’s directions for cleaning and disinfection of public settings. If you have no access to a disinfectant product, you can dilute household bleach by pouring 20 mL into 1 litre of tap water (1000ppm of Sodium Hypochlorite solution). The surface must remain wet for 10 minutes to achieve disinfection. The bleach solution may damage fabric, corrode metal, and destroy adhesives with prolonged soaking. Mix a fresh solution daily. Do not mix the bleach solution with any other cleaner or disinfectant. To find the correct dilution ratio, check out the dilution calculator from Public Health Ontario. 

Environmental cleaning in clinical settings

The Public Health Agency of Canada has developed the following guidance related to environmental cleaning of clinical settings during the ongoing COVID-19 outbreak.

What to do

• Increase frequency of cleaning of high-touch surfaces to control the spread of microorganisms during a respiratory infection outbreak, such as COVID-19.

What to use:

• Environmental cleaning products registered in Canada with a Drug Identification Number (DIN) and labelled as a ‘broad-spectrum virucide’ are sufficient to destroy SARS-CoV-2, the virus that causes COVID-19.

What to clean and when

• All surfaces, especially those that are horizontal and frequently touched, should be cleaned at least twice daily and when soiled.

Other considerations

• Follow your ‘terminal cleaning’ protocol for cleaning of a patient's room after discharge, transfer or discontinuation of contact and droplet precautions. For more information, review Appendix 6 in Best practices for environmental cleaning for prevention and control of infections in all health care settings (third edition) - Public Health Ontario
• Ensure rooms have minimal equipment or supplies to help facilitate the environmental cleaning process.
• Amenities that are open to the public (e.g., washrooms, change rooms, showers) must be cleaned a minimum of twice daily and more frequently if needed, and disinfected frequently.

[Revised July 17, 2020] COVID-19 Guidance for re-opening personal services settings

• [Revised July 17, 2020] COVID-19 prevention checklist - Hair salons and barber shops (PDF)
• [Revised July 17, 2020] COVID-19 prevention checklist - Nails and aesthetic services (PDF)
• [Revised July 17, 2020] COVID-19 prevention checklist - Tattooing and body piercing (PDF)

The Stage 3 reopening  regulations permit personal service settings (PSS) including hairstyling and barbering, tattooing, micropigmentation, body piercing, electrolysis, nail salons, aesthetic services and facial services.

Personal service settings must comply with the PSS Regulation in addition to Ontario's Emergency Orders and guidance from KFL&A Public Health. 

Protective measures to keep everyone safe

• Stay home when you are sick.
• Keep a 2 metre (6 feet) distance from others, when possible.
• Wash your hands often and avoid touching your face with unwashed hands.
• Cough or sneeze into your elbow. 
• Wear a face covering when you are in an enclosed, public setting in accordance with the mandatory section 22 face coverings order.
• Clean and disinfect frequently touched objects and surfaces.

 Employee health screening and attendance

• Communicate to staff about the changes being made to protect them against COVID-19 by posting signage, updating information to the website or voice mail, etc. 
• Ensure all staff complete the COVID-19 Screening tool for Workplaces before each shift.
• If employees become sick with COVID-19 symptoms, while at work, they should go home right away and self-isolate. Instruct staff to call Telehealth Ontario, their health care provider or an Assessment Centre to get tested.
• Stagger or adjust working hours and shifts to reduce the number of staff in your business. 
• Have a flexible sick policy so staff do not come to work sick. 
• Remind employees about the importance of reporting illness to their supervisor or manager.
• In general, employees can return to work 14 days after their symptoms began if they had COVID-19. No COVID-19 clearance tests are required for a staff member to return to work.
• If staff are asymptomatic and have received a negative COVID-19 test result, they should not attend work until they are symptom-free for at least 24 hours (for respiratory symptoms), or 48 hours (for gastroenteritis symptoms).
  

Prevent COVID-19 outbreaks

• It is required to maintain logs for customer and staff contact information, including a date with check in and check out times, which can be used to assist public health with contact tracing if required.
• If a customer or staff have COVID-19 and were contagious while at the shop, public health will investigate and notify staff and customers who may have been exposed. This may include instructions for staff to self-isolate or self-monitor for COVID-19 symptoms.
• Anyone with even one symptom should get tested and stay home.
• Public health will advise of any additional cleaning and disinfecting measures needed to reduce the risk of spread in the setting.

Measures to encourage physical distancing

• Take a walk through the premise/workplace to identify areas needing adjustments, to reduce the spread of COVID-19, based on public health requirements.  
• Calculate the number of clients allowed on the premises for ease of movement while maintaining 2 metres (6 feet) of distance from others. Estimate 50%, or one person per 10 square metres (whichever is lower). Note this requirement may be updated or changed based on provincial regulations.  
• Communicate to customers about the changes you have made to protect them against COVID-19, including by posting signage, updating information to your website or voice mail, etc. 
• Limit entrances to control staff and customers entering the premise at any given time.
• Limit customer appointments to allow adequate space to maintain physical distancing between customers and staff.
• Do not allow clients to bring guests to the appointment, including children.
• Post physical distancing signs at all entrances, by cashiers or service counters.
• Provide visible cues such as tape, stickers or safety cones every two metres/six feet for customers lining up when waiting outside.
• Place markers or circles indoors so the clients know where to stand when interacting with staff. 
• Remove non-essential furniture to allow ease of movement for physical distancing.
• Install plexiglass and other barriers if possible, where there will be close contact between staff and clients, between workstations and at the checkout.
• Waiting areas inside your business should be closed and not available to the public. Ask clients to wait outside of the premises until their scheduled appointment.
• Consider restricting walk-ins by scheduling client appointments by phone or online.
• Staff should remind clients to stay 2 metres (6 feet) apart, as much as possible.
• Discourage staff from congregating in lunchroom or common areas. 
• Staff who are providing personal services must wear appropriate personal protective equipment, including a mask for the duration of their shift. Staff who are not providing services (e.g., Receptionists) must wear a mask when it is not possible to maintain a 2 metres distance.
• Use tap features at checkout instead of cash, where possible.

Customer screening

• Screen clients over the phone prior to booking an appointment.
• Place posters at the entrance to ensure clients do not enter if they have COVID-19 symptoms.
• People with symptoms of COVID-19 are not permitted to enter the premise to avoid spreading the virus to staff and other clients.
• Offer to reschedule appointments for clients, when they are sick. 

Cloth masks and face coverings for customers

• Cloth masks and face coverings are required to be worn by customers and staff. 
• Operators may provide disposable masks for clients who have not brought their own, or offer masks and face coverings for purchase.

Support and encourage proper hand hygiene and respiratory etiquette 

• Educate employees on proper hand hygiene and respiratory etiquette.
  • Wash hands with liquid soap and warm water for at least 20 seconds frequently, before and after the handling of personal protective equipment and after each interaction.
  • Cover cough or sneeze with the elbow or a tissue. Immediately throw the tissue in the garbage and wash hands.
  • Provide alcohol-based hand sanitizer (with at least 70 to 90% alcohol concentration)  in a dispenser for staff and customers to use.
  • Ensure liquid hand soap, paper towels, and alcohol-based hand sanitizer is available for use throughout the day.
  • Post Hand Washing, Cover your Cough and Hand Sanitizing signage in visible locations.

Support and encourage proper use of personal protective equipment (PPE)

• Provide staff training on the proper use of PPE and the importance of other infection prevention and control (IPAC) measures (e.g., hand hygiene, physical distancing). 
• Staff should receive clear instructions on how to safely wear a cloth mask or face covering.
• Use of disposable gloves is not a substitute for proper hand hygiene. 
• If employees use gloves, it is important to change gloves when changing tasks, after every client, or more often, as necessary. 
• When gloves are removed, new gloves must be used each time. Wash hands with soap and water for 20 seconds before putting on and after taking off gloves.
• If re-usable goggles and face shields are used, they must be disinfected after each use. 

Laundry

• Laundry baskets or reusable bags must be sanitized between uses and should not be used for clean towels and capes.
• Use a clean cape for each client, and consider using a disposable barrier between the client and their skin. Clean and disinfect capes between clients.
• Use a clean towel, not a neck brush, to remove loose hair.

Enhanced cleaning and disinfection 

• Remove magazines and soft or porous items such as cushions and rugs that are difficult to sanitize.
• When scheduling appointments, allow additional time between clients for proper cleaning and disinfectant of workstations and equipment. 
• Ensure frequent cleaning and disinfecting of high-touch surfaces and common areas such as door handles, counters, cabinet doors, light switches, faucets, toilet handles, handrails, touch screen surfaces and keypads. Also ensure that high-touch surfaces are thoroughly cleaned and disinfected before opening.
• Where possible, use disposable, single-use supplies.
• Use only disinfectants that have a Drug Identification Number (DIN) or Natural Product Number (NPN) that confirms it is approved for use in Canada.
• Check the expiry dates of products you use, and always follow the manufacturer's instructions.
• Ensure single-use items, including masks and gloves, are discarded immediately after use to reduce the risk of contamination. Garbage bins should be lined and disposed of regularly.

Resources

• COVID-19 signage for workplaces - KFL&A Public Health  
• Guide to Infection Prevention and Control in Personal Service Settings, 3rd Edition (PDF) - Province of Ontario
• Guidance to Prevent COVID-19 in the Workplace (PDF) - Workplace Safety and Prevention Services
• COVID-19 Tip Sheets: health and safety tips and good practices, for both employers and workers, specific to each industry or sector - Canadian Centre for Occupational Health and Safety 

Is my business affected by changes to public health measures in the Yellow-Protect Level?

In the Yellow-Protect level, new public health measures have been introduced for the following sectors:

• Restaurants, bars, and other food/drink establishments
• Sports and recreational fitness facilities
• Meeting and event spaces
• Retail
• Personal care services
• Casinos, bingo galls, and gaming establishments
• Cinemas
• Performing arts facilities

 Learn about the measures that apply to your sector:

• COVID-19 Response Framework: Keeping Ontario Safe and Open (English or français)
  

• O. Reg. 364/20 Rules for Areas in Stage 3 (English or français) 

 What remains closed at the Yellow - Protect level in Stage 3?

Due to challenges with large crowds, physical distancing, and proper cleaning and disinfection, some places and activities will not reopen in Stage 3:

• Amusement parks and water parks
• Buffet-style food services
• Night clubs unless operating as a bar or restaurant
• Dancing at restaurants and bars, other than by performers hired by the establishment who follow specific requirements
• Overnight stays at camps for children
• Private karaoke rooms
• Prolonged or deliberate contact while playing sports
• Saunas, steam rooms, and oxygen bars
• Table games at casinos and gaming establishments

For the most up-to-date information refer to:

• COVID-19 Response Framework: Keeping Ontario Safe and Open (English or français)
• O. Reg. 364/20 Rules for Areas in Stage 3 (English or français) 

Businesses are required to have a safety plan when the KFL&A area is in the yellow, orange, and red levels. 

Where can I find out information about the public health measures related to my sector?

Information about the regional health measures and sector-specific public health and workplace safety measures can be found at:

• COVID-19 Response Framework: Keeping Ontario Safe and Open (English or français)
• O. Reg. 364/20 Rules for Areas in Stage 3 (English or français) 

Does my business or workplace need a safety plan?

Businesses are required to have a safety plan when the KFL&A area is in the yellow, orange, and red levels.

KFL&A Public Health encourages businesses to proactively develop safety plans as soon as possible. The plan must be produced upon request no later than seven days after the requirement applies. For more information visit Develop your COVID-19 workplace safety plan (English or français).

For the most up-to-date information refer to:

• COVID-19 Response Framework: Keeping Ontario Safe and Open (English or français)
• O. Reg. 364/20 Rules for Areas in Stage 3 (English or français) 

Do employees and patrons need to be screened for COVID-19 symptoms?  

Workplaces are required to screen workers or essential visitors (e.g., delivery, maintenance, contract workers) in the work environment. The COVID-19 Screening Tool for Workplaces includes required screening questions and information about the required process.

Consider screening patrons and individuals entering the premises for COVID-19 symptoms and risk factors before their appointment or when they arrive. 

Does my staff have to wear personal protective equipment (PPE)? 

Yes, PPE is required if staff are within 2 metres of another person who is not wearing a mask or face covering, and are not separated by an impermeable barrier (e.g., plexiglass).

Protection of the eyes, nose, and mouth is required – goggles or face shields and masks. Cloth face coverings are not considered PPE.

Employers also have duties under the Occupational Health and Safety Act to take every precaution  reasonable to protect their workers. Refer to Using masks in the workplace (English or français).

If distancing is greater than 2 metres, face coverings continue to be required indoors, with exceptions.    

Which businesses and commercial establishments are required to collect patrons' contact information?

All non-retail establishments must collect contact information.

What are the rules about line ups outside of retail locations and restaurants and bars?

Patrons must not be permitted to line up or congregate outside a food and drink or retail establishment unless they maintain at least 2 metres from others, and wear a mask or face covering. It is the responsibility of the establishment to ensure compliance.

Are there specific requirements if I am instructing a fitness related program or class?  

Yes, a microphone must be used for instruction if your voice needs to be raised beyond the normal level of conversation. Furthermore, the volume of music played in the facility should not exceed conversation levels.

How can businesses protect customers?

• Review and ensure your business complies with the sector-specific provincial and local public health measures for your sector:
  • COVID-19 Response Framework: Keeping Ontario Safe and Open (English or français)
  • O. Reg. 364/20 Rules for Areas in Stage 3 (English or français) 
• Reduce overcrowding and limit the number of customers permitted in the store. Manage the entrance, and flow to maintain physical distancing.
• Offer delivery or curbside pick-up if possible. Consult the Workplace Safety & Prevention Services Guidance on Health and Safety for Curbside Pickup and Delivery Services during COVID-19.
• Follow mandatory face covering requirements.  
• Use signs at entry doors for customers to screen themselves for COVID-19 symptoms before entering.
• Provide hand sanitizer for customers at entry and exit points. 
• Place tape or circles on the floor so the customers know where to stand as they wait in line or when interacting with staff.

How can businesses protect staff?

• Review and ensure your business complies with the sector-specific provincial and local public health measures for your sector:

  • COVID-19 Response Framework: Keeping Ontario Safe and Open (English or français)
  • O. Reg. 364/20 Rules for Areas in Stage 3 (English or français) 
• Share information about COVID-19 from reliable sources with all staff, to minimize fear and misinformation.
• Maintain physical distancing among staff.
  • Adjust workplace policies to promote working from home, or flexible work hours, where possible.
  • Encourage virtual meetings or teleconferencing.
  • Rearrange office spaces, keeping workstations and seating to 2 metres apart, or installing Plexiglass dividers.
  • Encourage physical distancing on elevators.
• Workplaces are required, under the O. Reg. 364/20 Rules for Areas in Stage 3 (English or français) to screen workers or essential visitors (e.g., delivery, maintenance, and contract workers) in the work environment.
• Staff are required to wear personal protective equipment if within 2 metres of another person who is not wearing a mask or face covering, and are not separated by an impermeable barrier (e.g., plexiglass). Protection of the eyes, nose, and mouth is required – goggles or face shields and masks. Cloth face coverings are not considered PPE.
• Employers also have duties under the Occupational Health and Safety Act to take every precaution to reasonable protect the workers. Refer to Using masks in the workplace (FR)

Set regular work hours and take scheduled breaks throughout the day

• Continue to wake up at the same time, shower, get dressed, and eat a healthy breakfast
• Use your breaks to stretch, or if you are not required to self-isolate, go for a brisk walk, while remembering to maintain 2 metre (6 feet) from any others
• Resist the temptation to work beyond your established work schedule.

Set up a dedicated workspace 

• Set up a space which minimizes distractions, and which helps you to create boundaries between your work and home life.
• If possible, work in an area with lots of natural light.

 Stay connected by checking in regularly with your manager and co-workers

• Check-in using the phone, or a video call.
• Speak with your manager about any changes to your work or expectations while working from home.

Keep a healthy balance if you have children at home

• Schedule blocks of time for when you are working and when you are engaging with your kids.
• Talk with your kids about what types of interruptions are okay.
• Take advantage of the time when kids may be asleep.
• Take turns looking after the kids if you have a partner.