Manager toolkit for pandemic preparedness

Last updated: March 18, 2020, 2:30 p.m.

What's changed?

Readers are encouraged to review all content within the "Manager's toolkit for pandemic preparedness".

The manager's role

  • Updates to manager responsibilities during a pandemic

Employee impact

  • Updated information about communicating absences/inability to work
  • New work from home sub-section, combining some existing content with new content
  • Guidance for employees with children around school/daycare closures and children in the workplace
  • Information on salary continuance during self-isolation
  • Updates to the Employee and Family Assistance Program: in-person counselling is suspended; counselling will continue to be available via phone or online. Please contact Homewood Health for further information
  • The federal government has waived the one-week EI waiting period due to the pandemic
  • Information in the event an employee refuses to work
  • Human Rights considerations related to a 14-day isolation related to COVID-19

Reporting

  • Updated guidance related to doctors' notes related to COVID-19 illnesses

Social distancing

  • Numerous changes – readers are encouraged to review the entire section

Health and safety

  • Guidelines for employees who are continuing to work as usual on campus
  • Guidelines for employees who are working from home

University shut down/closing

  • Employees are asked to ensure their personal contact information is accurate and captured on Workday

Summary

The University of Waterloo has a history of preparing for potentially difficult situations to ensure that proper care is afforded to its faculty, staff and students. Information disseminated by the World Health Organization (WHO), the Federal and Provincial Governments, and the Waterloo Region Public Health Unit confirm we find ourselves in an influenza pandemic situation. These organizations are recommending that institutions prepare accordingly. The following is the University of Waterloo’s Manager’s Toolkit for Pandemic Preparedness [termed ‘The Toolkit’], which provides guidance on how to cope in a pandemic, recognizing that there will be many unknown factors.

The Toolkit is designed to provide University of Waterloo managers with information to assist with responding to an influenza pandemic situation, specifically COVID-19. The document provides managers with direction on their roles, clarity regarding their responsibilities. It also outlines policies, legislation and protocols to help navigate potentially delicate and time-sensitive situations with employees.

The Toolkit content has been informed by: The World Health Organization, Federal and Provincial Government legislation, Region of Waterloo Public Health, Public Health Ontario and University of Waterloo policies.
 

Table of contents

Background

Go to the background section

This section includes:

  • What is Coronavirus?
  • What is COVID-19?
  • What are the symptoms of COVID-19?
  • How is the virus spread?
  • Pandemic preparedness planning at the University of Waterloo

The Manager’s role

Go to the manager's role section

This section includes:

  • Overview of the manager's role in a pandemic situation

Employee impact

Go to the employee impact section

This section includes:

  • Absenteeism/Inability to work
    • Communicating absences/Inability to work
    • Workplace accommodations
    • School/daycare closures and children in the workplace
  • Salary continuance including statutory leaves as defined under the Employment Standards Act (ESA)
  • Extended health benefits including out of country emergency medical coverage (including personal travel)
  • Employee and Family Assistance Program
  • Employment insurance
  • Leave of absence
  • Overtime
  • Occupational Health and Safety Act (OHSA) – work refusals
  • Workplace Saftey and Insurace Act (WSIB)
  • Human Rights (discrimination)

Reporting

Go to the reporting section

This section includes:

  • Reporting to Occupational Health
  • Tracking purposes
  • Return to work plan

Social distancing

Go to the social distancing section

This section includes:

  • What is social distancing?
  • Social distancing options for managers
  • Things to consider when exercising social distancing
  • Work alone guideline

Travel

Go to the travel section

This section includes:

  • References to current travel advisories

Health and safety

Go to the health and safety section

This section includes:

  • Personal protective measures
  • Employee responsibilities

University shut down/closing

Go to the university shut down/closing section

This section includes:

  • Steps to take in the event of a University campus shut down
  • Steps to take to facilitate the re-opening of campus

Business continuity

Go to the business continuity section

This section includes:

  • Overview of contingency planning

Support and resources

Go to the support and resources section

Glossary of terms

Go to the glossary of terms