CSO 2007-3 – RMC Business Resumption in COVID-19 Environment

1.0 Identification

1.1 Date of Issue
11 June 2020
Date of Modification
N/A
1.3 Applications.
This CSO is guidance from the Commandant Royal Military College of Canada (Cmdt RMC) to those members of the Canadian Armed Forces (CAF), employees of the Department of National Defence (DND) who serve or are employed at the Royal Military College of Canada, contractors while employed in direct/indirect support to RMC; and any other persons granted access to DND facilities. These individuals will be herein referred to as members of the RMC community.
1.4 Approval Authority.
This CSO is issued by the Cmdt RMC under authority of QR&O 4.12 and DAODs 1000-0 and 1000-2.
1.5 Enquiries
RMC COS, 613-541-6000 Extension 6234
1.6 Table of Contents
This CSO contains the following topics:


2.0 Information

2.1 Lexicon and Definitions.
See Annex A.
2.2 General.

Your occupational health and safety is of the highest priority to all levels of leadership within RMC. It is imperative the entire RMC community and your families remain healthy and play a leading role in minimizing the spread of COVID-19. We will all serve with greater strength and our families will support us with more resolve when we are trained, properly equipped and have confidence in our ability to work safely in what is now considered a persistent pandemic environment. Therefore, it is critical to have a clear understanding of the differences between Public Health Measures (PHMs) and Personnel Protective Equipment (PPE) and under what circumstances they will be employed at RMC. See Annex A.

Should a member of the RMC community feel they are being placed into a situation of undue hardship, they should discuss it with their manager/supervisor/chain of command. An attempt should be made to resolve any issues at the lowest possible level. Flexibility, where possible, should be employed in these unprecedented times. For those who are subject to the Canada Labour Code part II, should the matter remain unresolved, you may invoke your right to refuse dangerous work. Please follow this link for information on the process.

2.3 Problem Definition.
The RMC community is comprised of a large number of individuals and many must work and/or live in close proximity to one another. This presents a challenge. Maintaining a physical distance of at least 2 metres at all times can be difficult and sometimes impossible, which increases the importance of PHMs.
2.4 Limitations

a. Constraints (Must Do).

(1) All Treasury Board policies, the Canada Labour Code, Ontario Labour Code (where applicable), and the National Joint Council Directive will be adhered to;

(2) Members of the RMC community will follow all Federal, Ontario Provincial, and local Public Health guidance as issued by the relevant authorities. In the event of contradictory information between this CSO and governmental direction, governmental direction takes precedence unless a written exemption is provided by the Cmdt RMC for the purposes of performing a critical function at RMC;

(3) All travel restrictions for business and leave are to be adhered to until ordered otherwise;

(4) RMC will issue the clothing and equipment necessary to members of the RMC community in accordance with Occupational Health and Safety (OHS) legislation and established Departmental policy. RMC community members are welcome to use their own Non-Medical Masks (NMM). More information on NMMs can be found at reference C;

(5) Members of the RMC community who use PPE in the conduct of their normal duties (non-COVID related) will continue to do so in accordance with existing policies and legislation. This CSO will augment and not replace those standards;

(6) Managers and supervisors shall maintain a focus on wellness, inclusion, and diversity by using Gender Based Analysis Plus (GBA+) to identify employees’ experiences and circumstances based on their various identity factors (age, ethnicity, gender, ability, sexual orientation, family situation, day care, children schooling, summer camps, medical conditions, caring for/living with at-risk/higher-risk individuals (those with pre-existing medical conditions));

(7) Individual Medical Concerns. Any member of the RMC community who is concerned that their medical conditions might place them at increased risk of complications from COVID-19 should speak with their health care provider to assign appropriate medical employment limitations prior to a return to their workplace. Medical conditions that may increase the risk of complications from COVID-19 include, but are not limited to, cardiovascular, respiratory, diabetes, obesity, immune deficiencies, and medications that may affect the immune response;

(8) Follow direction from your manager regarding who can return to RMC and when. Overall guidance will be provided by Cmdt; and

(9) Understand that resumption of business is not a resumption of “business as usual”.

b. Restraints (Must Not Do).

(1) Managers and supervisors will not compel members of the RMC community to take unnecessary health risks;

(2) Members of the RMC community will not report for duty if they have symptoms of COVID-19; and

(3) Performance Evaluation Reports, Public Service Performance Assessments and Faculty Assessment Reports shall not be affected.

3.0 Policy

3.1
RMC will resume necessary activity at the workplace while implementing PHMs and prescribing the use of PPE, where appropriate, to prevent the spread of COVID-19 in order to preserve the health and security of the entire RMC community and their families, while ensuring business continuity and readiness for operations. Prior to the resumption of business in buildings at RMC, RMC’s Health and Safety Committee will conduct building walkthroughs to ensure proper protocols are in place. See Annex G for the assessment guide to be used by the Health and Safety Committee.
3.2 Audience

a. All

(1) Once authorized by higher authority, managers and/or CAF chain of command will ask members of RMC community to return to work. This return to work will be progressive and in accordance with building
Physical Workspace Hazard Assessments (see Annex G). RMC community members returning to work on campus shall wear a NMM when applicable (see Annex B). Individually acquired or fabricated NMMs may be worn (see reference C). For those without NMMs, RMC will provide. Advise your supervisor before arrival at RMC if you desire/require an RMC-provided NMMs;

(2) Medical grade masks (including surgical masks and medical grade N95 masks, not to be confused with construction grade N95 masks) will not be issued at RMC unless it is for the purpose of caring for persons with COVID-19 or handling possession of someone known to have COVID-19;

(3) If you have not been issued PPE but believe you have a requirement for it, then you shall communicate this to your manager/supervisor who will consult with the RMC UGSEO;

(4) The COVID-19 situation and medical advice continues to evolve and requires persistent attention. Therefore, RMC community members must maintain awareness of the most up-to-date information on COVID-19 available on the National Defence and Canadian Armed Forces – COVID-19 webpage (reference D) or the COVID-19 webpage on the Canada.ca website (reference E). DND Occupational Health advisors will release periodic updates, as required, on the direction for use of PPE and the implementation of PHMs in the workplace.

b. RMC Managers Responsibilities

(1) Provide appropriate health and safety equipment to their team and ensure that it is used correctly;

(2) Ensure widest distribution of this CSO within your organisation using all available means possible. All RMC community members returning to work on campus must read this CSO;

(3) Ensure that all member of RMC community complete COVID-19 Awareness Training prior to returning to work on the campus. See para 3.3 for more details;

(4) All managers must identify the critical employees in their area and prioritize employees so it is clear to everyone what the return to work on campus priorities will be as the situation eventually allows more and more people to return to RMC;

(5) Each Wing must track which employees are physically reporting to RMC and report this information to SSW (RMC Facilities OpsO) weekly so cleaning schedules may be adjusted as required. Cleaning Services only manages external spaces as indicated in Annex F;

(6) Establish shift work or variable hours of work on campus in your Wing, if/when possible, to respect the limits on the number of people allowed on the RMC campus at one time;

(7) Be informed on the matter of the Right to Refuse Dangerous Work for members of the RMC community who are subject to the Canada Labour Code part II. See reference F;

(8) Ensure supervisors have “Return to Workplace” discussion with their personnel to ensure:

  1. COVID Awareness Training is complete;
  2. Physical distancing and PHM/PPE protocols for their specific work location are understood;
  3. Return to the workplace protocols are understood, including;
    1. Cleaning – user/cleaning staff responsibilities;
    2. Masks – Where available and suitability of personal NMMs;
    3. CSO – confirmation it has been read and understood;
  4. Childcare/dependent care concerns have been identified;
  5. Mental/physical health resources have been shared (Annex H); and
  6. Other GBA+ concerns (see para 3.7) have been discussed.

(9) Establish maximum occupancy for certain rooms (when/where necessary) in consultation with UGSEO;

(10) Develop and promulgate Standard Operating Procedures/Tactics, Techniques, and Procedures dealing with the sanitization of common tools and equipment; and

(11) Inform chain of command of refusals to work.

c. Support Services Wing

(1) SSW to track distribution rates of allocated PPE/NMMs by keeping a record of inventory to help inform production and procurement strategies; and

(2) Only personnel identified by SSW are permitted to execute local procurement of PPE/NMMs/cleaning supplies.

d. Co-chairs RMC Health and Safety Committee

(1) Using Wing Health and Safety Committees, ensure that pre-resumption and steady state facility/infrastructure/workplace risk assessments have been done prior to resumption of business activities and re-integration of the workplace. See Annex G.

e. Naval/OCdts

(1) In accordance with best medical practice, upon arrival at RMC N/OCdts will undergo a period of isolation to ensure they are healthy. Following isolation, N/OCdts will be organized into groups called cohorts. Members of the same cohort will not be required to wear NMMs or practice physical distancing when interacting with each other. Interactions between these cohorts and other parts of the RMC community (College staff) will be done whilst respecting applicable PHMs. Seating arrangements will be changed and barriers erected in the Cadet Dining Hall (CDH) to reduce the possibility of transmission.

(2) By creating these groups, contact tracing will be enhanced and risk will be reduced while still facilitating the daily life of N/OCdts in Quarters and the CDH/Mess. Should any cohort member develop symptoms of the virus or have contact with a positive case, all members of their cohort shall be isolated IAW best medical practices.

3.3 Training.
Mandatory standardized training is available on Defence Learning Network. This course is titled “COVID-19 Awareness” and has MITE code 122255. DLN log in page. Once the training has been completed, RMC community members must forward the certificate of completion to Superintendent Clerk/College Training Coordinator. A computer station will be available at RMC for those who do not have access to a computer off-campus. Should anyone encounter an issue logging in to the DLN, an alternate, non-MITE coded course is available here. If in doubt, a quick reference, step by step guide on donning and doffing NMMs: English written instructions.
3.4 Controls.
RMC will implement Hazard Control Measures, such as:
  1. Separate employees by time and space as best able. This includes limiting who has access to certain buildings at certain times;
  2. Revise maximum occupancy for certain rooms (when/where necessary);
  3. Implement directional hallways/stairways (EXCEPT for mobility-impaired individuals and in an emergency). See Annex C;
  4. Erect barriers/partitions at certain locations/service kiosks;
  5. Increase availability of hand sanitizer and cleaning products;
  6. Ensure RMC community members follow all PHMs;
  7. Accommodate remote working arrangements as needed and as possible;
  8. Mandate COVID-19 awareness training be completed prior to return to campus;
  9. Restrict visitors as best able. All visitor to RMC must be approved by RMC COS;
  10. Restrict an individual’s access to buildings; and
  11. Control mask disposal.
3.5 RMC Community members’ individual responsibilities.
See Annex D.
3.6 Finance.
Comptroller to capture all expenditures associated with COVID-19 using
internal financial coding and funding. RMC to use IO supplied by L1 for this purpose. Any
pressures are to be reported through the regular reporting process.
3.7 GBA+.
Incorporating GBA+ will develop activity resumption plans that both meet operational requirements and respond to the various needs of diverse individuals impacted by the COVID-19 pandemic. The following are examples of GBA+ issues that have been specifically identified:
  1. HM/PPE Fit. Not all PHM/PPE is effective with a one-size fits all approach. Size, features, and the wearing of turbans or head scarves must be considered;
  2. Infrastructure Changes. Examples of infrastructure considerations are to ensure continued access to gender inclusive and disabled washrooms, ensure disabled access and mobility (elevator policies), and ensure signage is clear that some people are exempt from some of the directional signage due to door access or sight limitations;
  3. Gradual Return to Work by some employees/members. Some individuals may be less able to resume full job responsibilities and hours for various reasons, such as dependent care responsibilities, and there are risks of perceived and real negative impacts on careers;
  4. Mental Health. COVID-19 compounded or induced mental health challenges (domestic violence, limited access to social support networks, financial uncertainty, etc.) that will likely require increased support services and flexibility by managers. Continue to closely monitor mental health challenges amongst employees/members and identify if additional training for some or all levels of management/chain of command is required on the tools and guidance available; and
  5. Hateful Conduct. Acts of hateful conduct related to COVID-19 are disturbingly common in Canadian society, and significant bias is spreading in Canada’s largest cities, which has an implication for DND/CAF workplace. Hateful conduct will not be tolerated.

4.0 Authorities

4.1 Authority
Table The following table identified the delegated authority:
The … has or have the authority to …
RMC Cmdt

Interpret orders.

Delegate approval for policy and instructional CSOs.
RMC D/Cmdt Approve CSOs and set performance standards.
COS Periodically review and publish amendments to CSO 2007-3.

5.0 References

5.1 Source Reference
  1. DM/CDS Directive – DND/CAF Covid-19 Public Health Measures and Personal
    Protection, 1 May 2020.
  2. CDS/DM Directive on Resumption of Activities, 22 May 2020.
  3. Government of Canada: About non-medical masks and face coverings;
  4. National Defence and the Canadian Armed Forces – COVID-19;
  5. Coronavirus Disease (COVID-19);
  6. Right To Refuse Dangerous Work.
  7. Risk mitigation tool for workplaces/businesses operating during the COVID-19
    pandemic.
  8. CFB Kingston COVID-19 Business Resumption Plan for the Defence Team, version: 29
    May 20
  9. OHS Conditions for Business Resumption Planning, Strategic Occupational Health and
    Safety Guideline for DND/CAF L1s in a COVID-19 Environment, 25 May 2020
5.2 Related References
N/A

6.0 Annexes

6.1 List of Annexes

Annex A – Lexicon

Word/Acronym
Definition
Public Health Measures (PHM)
PHMs are measures that PROTECT OTHERS from you in the course of your normal activities at RMC and in the community. They are behaviors, actions, or the wearing of non-medical equipment which reduce the risk of transmission and infection of viruses. Judicious application of PHMs is all that is needed for most members of the RMC community in a COVID-19 environment. Specific guidance on PHMs and a useful Decision Tool can be found in Annexes B and D
Non-Medical Mask (NMM)
An NMM is a mask that fully covers the nose and mouth to prevent respiratory droplets from contaminating people or things in the immediate vicinity of the wearer. As they are not medical-grade, they do not protect the wearer from being infected by others. The wearing of an NMM is considered a PHM
Personal
Protective
Equipment (PPE)
PPE is for the sole purpose of PROTECTING YOU from infection when performing tasks which place you at higher risk of exposure to pathogens like COVID-19. PPE is used in conjunction with PHMs. Users of PPE are normally restricted to members on operations, first responders and health care workers where specific guidance on its allocation and use is already provided in separate policies, directives, and orders. References in this Directive to PPE will imply medical-grade equipment (surgical and N95 masks, eye protection, face shields, gloves, and gowns).
COVID-19 Protective Zones
The following zones will categorize exposure risk and help RMC establish appropriate PHMs and PPE priorities for members of the RMC community based on the work environment:
  • (1) Home Zone: Place of duty is at home or in self-isolation;
  • (2) PHM Zone: Duties and work environments, where 2-metre physical distancing can be maintained
  • (3) PHM Zone - Enhanced: Duties and work environments where 2-metre physical distancing can not be maintained.

Annex D – Individual Responsibilities (as of 15 June 2020)

In an effort to maintain a safe environment and to access the workplace in the safest and most orderly way possible, all members of the RMC community SHALL:

  1. Read and understand all aspects of the CSO;
  2. Conduct COVID-19 Self Assessment before reporting to RMC https://covid-19.ontario.ca/selfassessment/;
  3. Physically report to RMC only if you have been authorized to do so;
  4. Report positive COVID-19 tests results to supervisor, who will then advise RMC COS for further reporting to the chain of command;
  5. Maintain a physical distance of 2m when possible;
  6. Wear a NMM on the RMC peninsula when applicable (see Annex B). Feel free to wear NMM more often than as prescribed in Annex B;
  7. Wear appropriate PPE where required;
  8. Wash hands frequently. Use alcohol-based hand sanitizer (min. 60% alcohol) when hand washing is unavailable. Although provided, you may bring in your own hand sanitizer or sanitizing wipes;
  9. Proceed directly to your office or to the location you have been given while following signs and indicators;
  10. Respect directional indicators at all times;
  11. Clean - Offices are a user responsibility to clean. Daily, users to place office garbage in nearest communal receptacle;
  12. Bathrooms – individuals are responsible to wipe down faucet, sink, and doorknob after use with supplies provided;
  13. Printer/Photocopiers – user to wipe down control panel after use with supplies provided;
  14. Use water – bottle filling stations that are available throughout the College. Employees are welcome to bring their own water;
  15. Bring to the attention of UGSEO areas in need of PHMs;
  16. Use automatic door openers if available and in the direction of travel;
  17. Best practice is to take note of your interactions with others in the workplace as well as the floors and areas you have visited or worked in. This facilitates contact tracing in the unlikely event of an outbreak;
  18. Dispose of used, single-use NMMs in office garbage cans. Tie garbage bag and dispose of as per para k above. Users are responsible to take multiple-use NMMs home for cleaning; and
  19. Consider bringing lunch with an icepack to reduce the need to access a communal fridge.

All members of the RMC community SHALL NOT:

  1. Gather in groups larger than permitted by Government of Ontario. This includes smoking areas;
  2. Remove items you have not been authorized to remove;
  3. Go anywhere other than where you are required to go;
  4. Stay any longer than absolutely necessary; and
  5. Bring visitors to RMC unless absolutely required. RMC COS is approving authority for visitors. RMC hosts will ensure that PHMs are available to visitor and will brief visitor on all COVID-19 protocol at RMC. Confirmation that the briefing has been completed must be provided to RMC COS.

Annex E – SSM/CDH Trackplan and Protocols

To be published

Annex F - Cleaning protocol

To be issued

Annex H – Mental Health Support

The mental health of the RMC community is a critical enabling function to our collective success. Information is available at the Defence Team COVID-19 - Mental health and Wellness link.

The following mental health resources are available through Canada School of Public Service
(CSPS) courses for public servants and CAF personnel, who can request access to CSPS through
the Client Contact Centre

  1. Mental Health: Awareness (Z041)
  2. Mental Health: Communication Strategies (Z087)
  3. Mental Health: Health and Wellness Strategies (Z042)
  4. Mental Health: Psychologically Healthy Workplaces (Z043)
  5. Mental Health: Signs, Symptoms and Solutions (Z067)

The following webinars are available through PSP:

  1. CAF Community: Staying Fit with Personal Support Programs
  2. Weekly Canadian Forces Morale & Welfare Service sessions for Healthy Body, Healthy Mind

Annex I – Protocol In Case of Exposure/Outbreak In The Workplace


In the event than an employee/visitor shows signs or symptoms of COVID-19 and/or an employee/visitor tests positive for COVID-19, the following protocol will be followed:

  1. Employee/visitor who shows symptoms of or are diagnosed with COVID-19 will be sent home immediately;
  2. Supervisors/managers will be informed so that information is passed to senior leaders of RMC. Information to be passed includes:
    • (1) Room(s) at risk (provide building, floor, cubicle number);
    • (2) Common spaces used by the individual during their time in the office;
    • (3) Date when the individual was first and last in the office; and
    • (4) Information from the local tracking plan related to who else was working in that building.
  3. Affected building will be closed immediately, and employees currently in the effected workplace will be informed that there is a risk of contamination and will be sent home and told to await further direction;
  4. CFB Kingston and 33  C F  H Svcs will be advised so they can commence contact tracing, disinfecting/specialized cleaning and disinfection, and provide information to applicable health authorities; and
  5. Building will re-open when authorization has been received and proper health and safety assessments have been completed.

Note: In the event that we are advised that an employee/visitor has tested positive for COVID and was in an RMC workplace during the period of incubation, the above protocol will be followed.

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