COVID-19 Safety Plan
COVID-19 Safety Plan
Statement of Purpose
Our Firm is committed to providing a safe and healthy workplace for all Firm staff, management, lawyers and students (the “Firm Members”). A combination of measures will be used to reduce the risk of COVID-19 transmission in our workplace as we resume the “new normal” level of operations. Our Safety Plan will protect not only our own Firm Members, but also others who enter our premises. All Firm Members must follow the procedures outlined in this plan to prevent or reduce exposure to COVID-19.
Development of the Safety Plan
Harris & Company’s Safety Plan has been developed in consultation with the Firm’s Joint Occupational Health and Safety Committee and is based on guidance published by the Provincial Health Officer (“PHO”), the BC Centre for Disease Control (“BCCDC”) and WorkSafeBC’s “Offices: Protocols for returning to operation” and input from Firm Members. Questions regarding the Safety Plan should be directed to any of the following Firm Members:
This is a living document and will be reviewed and revised as needed. If you have any suggestions on how we can improve our processes please provide your suggestion to Human Resources or the Executive Committee.
COVID-19 Safety Plan
Health Hazards of COVID-19
What is COVID-19?
Coronaviruses are a large family of viruses found mostly in animals. In humans, they can cause diseases ranging from the common cold to more severe diseases such as Severe Acute Respiratory Syndrome (SARS) and Middle East Respiratory Syndrome (MERS). The disease caused by the new coronavirus has been named COVID-19.
While many of the characteristics of COVID-19 are still unknown, mild to severe illness has been reported for confirmed cases.
The symptoms of COVID-19 are similar to other respiratory illnesses including the flu and common cold. They include: fever, chills, cough, shortness of breath, sore throat and painful swallowing, stuffy or runny nose, loss of sense of smell, headache, muscle aches, fatigue and loss of appetite. Other symptoms have been reported such as skin rash and gastrointestinal symptoms.
Three primary routes of transmission are considered likely with COVID-19, all of which need to be controlled. These include contact, droplet, and droplet transmission in the air after a cough or sneeze.
Contact transmission, both direct and indirect
Direct contact involves skin-to-skin contact, for example: shaking hands, hugging, helping with personal hygiene, etc.
Indirect contact involves a worker touching a contaminated intermediate object such as a table, doorknob, telephone, or computer keyboard, and then touching the eyes, nose, or mouth. Contact transmission is important to consider because COVID-19 viruses may persist for minutes on hands and potentially hours on surfaces.
Large droplets may be generated when an infected person coughs or sneezes. Droplets travel a short distance (one to two metres) through the air and can be deposited on inanimate surfaces or in the eyes, nose, or mouth of other persons in close proximity.
Airborne (inhalable) particles can be generated from coughs and sneezes.
Coughs and sneezes produce both large droplets and smaller airborne particles. The smaller particles remain suspended in air for longer periods and can be inhaled. The large droplets can also evaporate quickly to form additional inhalable particles. As the distance from the person coughing or sneezing increases, the risk of infection from airborne exposure is reduced; but it can still be a concern in smaller, enclosed areas, especially where there is limited ventilation. As the number of infected people in a room increases, the risk of infection can increase.
COVID-19 Safety Plan
Reducing the Risk of COVID-19 Transmission: Hierarchy of Controls
To reduce the risk of the COVID-19 spreading through droplets in the air, it is necessary to implement protocols to protect against the identified risks. Different protocols offer different levels of protection. Wherever possible, the protocol that offers the highest level of protection should be used. Second, third, or fourth level protocols are considered if the first level isn’t practicable. In some cases more than one level of protection may be needed to deal with a risk — for example, physical distancing and masks. WorkSafeBC has described the following examples of the “hierarchy of controls”:
First level protection (elimination)
Elimination involves removing the risk of exposure entirely from the workplace. For example, policies and procedures can be implemented to limit the number of people in the workplace at any one time and to keep workers at least 2 metres (6 feet) from co-workers, clients and others.
Second level protection (engineering controls)
Engineering controls involve making physical changes in the workplace. For example, if you can’t always maintain physical distancing, barriers such as plexiglass can be installed to separate people.
Third level protection (administrative controls)
Administrative controls involve altering work practices to minimize the risk of exposure. For example, rules and guidelines may be established such as cleaning protocols, telling workers to not share tools, or implementing one-way doors or walkways.
Fourth level protection (PPE)
If the first three levels of protection aren’t enough to control the risks, workers and clients may use personal protective equipment (PPE) such as masks. PPE should not be used as the only control measure. It should only be used in combination with other measures.
COVID-19 Safety Plan
Responsibilities of Workplace Parties
Our Firm will:
- Ensure that the materials (for example, masks, alcohol-based hand rubs, and washing facilities) and other resources (for example, worker training materials) required to implement and maintain the plan are readily available where and when they are required.
- Select, implement, and document the appropriate site-specific control measures.
- Ensure that Firm Members are educated and trained to an acceptable level of competency.
- Ensure that Firm Members use appropriate personal protective equipment (PPE) — for example, masks if required.
- Conduct a periodic review of the plan’s effectiveness. This includes a review of the available control technologies to ensure that these are selected and used when practical.
- Maintain records of training and inspections.
- Ensure that a copy of this Safety Plan is available to Firm Members.
Our supervisors will:
- Ensure that Firm Members are adequately instructed on the controls for the hazards at the location.
- Ensure that Firm Members use personal protective equipment as required.
- Direct work in a manner that eliminates or minimizes the risk to Firm Members.
Firm Member responsibilities
Firm Members will:
- Know the hazards of the workplace.
- Follow established work procedures as directed by the employer or supervisor.
- Use any required PPE as instructed.
- Report any unsafe conditions or acts to their supervisor.
- Know how and when to report exposure incidents.
COVID-19 Safety Plan
Firm Safety Protocols
The following Firm safety protocols are organized into:
A. general safety protocols;
B. Firm activity-related safety protocols that are specific to our workplace and are intended to ensure the safety of all Firm Members by minimizing the risk of COVID-19 transmission as they carry out their routine daily activities.
General Safety Protocols
Hand washing is one of the best ways to minimize the risk of infection. Proper hand washing helps prevent the transfer of infectious material from the hands to other parts of the body — particularly the eyes, nose, and mouth — or to other surfaces that are touched.
Wash your hands immediately:
- Before leaving a work area
- After handling materials that may be contaminated
- Before eating, drinking, smoking, handling contact lenses, or applying makeup
Hand washing procedure:
Use soap and warm running water. (It doesn’t have to be hot to do the job.) If water is unavailable, use a waterless hand cleanser that has at least 60% alcohol. Follow the manufacturer’s instructions on how to use the cleanser. Alcohol-based hand cleanser dispensers and wipes are located at various locations throughout the Firm.
Firm Members are expected to follow cough/sneeze etiquette, which is a combination of measures that minimizes the transmission of diseases via droplet or airborne routes. Cough/sneeze etiquette includes the following components:
- Cover your mouth and nose with a sleeve or tissue when coughing or sneezing.
- Use tissues to contain secretions, and dispose of them promptly in a waste container.
- Turn your head away from others when coughing or sneezing.
- Wash hands regularly.
Together, we can slow the spread of COVID-19 by making a conscious effort to keep a physical distance between each other. Social distancing is proven to be one of the most effective ways to reduce the spread of illness during an outbreak.
To appropriately meet social distance requirements, Firm Members should keep a distance of at least 2 arms lengths (approximately 2 metres) from others, as much as possible.
Other physical distancing measures that should also be followed include:
- Avoiding crowded places and cancel gatherings (e.g., in-person meetings, assemblies and sports events).
- Avoiding common greetings, such as handshakes.
- Limiting contact with people at higher risk (e.g. older adults and those in poor health).
- No sharing of foods or drinks
Additional physical distancing protocols are outlined below under the heading “Firm Specific Safety Protocols”.
Use of non-medical masks
A mask is a protective barrier that is worn on the face, covers at least the nose and mouth, and is used to contain large droplets generated during coughing and sneezing by the person using the mask. Masks help minimize the spread of potentially infected material from the wearer to other people. Masks are required in many areas of our workspace – as set out below.
You can find helpful information from the BCCDC relating to masks here.
What to do if you have COVID-19 symptoms
a. Developing Symptoms
If a Firm Member develops symptoms of COVID-19 recognized by the BC Centre of Disease Control while at the office, they must immediately don a mask, notify the Human Resources Manager and return home.
If a Firm Member develops symptoms after having been at work, they must immediately notify the Human Resources Manager and remain at home.
Human Resources will interview the Firm Member to determine what interactions, if any, they may have had with others in the workplace, where in the workplace they had been working and what workplace items, tools or equipment they used or had contact with when at work (e.g. door handles, photocopiers, computers, office phones, etc.). The Firm Member will be advised that those employees will be told they may have been exposed, but the name of the Firm Member will not be disclosed unless absolutely necessary.
If applicable, the Human Resources Manager will notify those other employees identified by the reporting Firm Member that they may have had an exposure to COVID-19 and that they should contact 8-1-1 for medical advice. The reporting Firm Member will be advised when these conversations have taken place and will be told what information was provided. Disclosures should be minimized to information necessary to address risk.
The Firm will ensure that the reporting employee’s workspace, other places in the workplace they may have attended, and any other workplace items, tools or equipment they used or had contact with when at work are promptly cleaned and disinfected.
b. Contacting Public Health for Testing
Firm Members who develop symptoms of COVID-19 recognized by the BC Center for Disease Control must immediately contact public health or their physician for advice on being tested.
If advised to submit to a test, Firm Members must do so and report their situation to the Human Resources Manager.
c. Self-Isolation at Home
If the Firm Member is tested, they must self-isolate at home until the results of the test are known. If the test results come back negative, the Firm Member must seek medical advice on when they may return to the Office.
If a test is either not available or not recommended, the Firm Member must self-isolate at home for a minimum of 10 days from the onset of symptoms, and until their symptoms are completely resolved (i.e. it may be longer than the minimum 10 days). Self-isolating individuals should call public health (8-1-1) or their personal physician for medical advice and for advice on when they are fit to safely return to work.
Firm Members who live in the same household as a person with confirmed or clinical COVID-19 symptoms who is self-isolating must self-isolate and not return to work until cleared to do so by the public health officials (8-1-1).
Firm Members returning to British Columbia from outside Canada must self-isolate and monitor for symptoms for 14 days after their return. Returning travelers who develop COVID-19 symptoms during the period of self-isolation are required to self-isolate for a further period of 10 days after the onset of symptoms, or until symptoms resolve, whichever is later.
Firm Members who are self-isolating should stay in regular contact with the Human Resources Manager regarding the ongoing status of their condition.
d. Sick Leave
Our current policy is that Firm Members who are unable to work due to illness are provided with paid sick leave. Lengthy sick leaves are dealt with on a case by case basis.
e. Returning to Work After Self-Isolation
Firm Members who are self-isolating are not to return to work until
- they are cleared to do so by public health officials (8-1-1)
- they have notified the Human Resources Manager that they have received the required clearance, and
- the Firm has approved their return to work
If you have been advised that you have been exposed to a person with COVID-19, please advise HR immediately, call public health officials (8-1-1) for further guidance and keep HR updated.
If the Firm becomes aware of an exposure in the office, Firm members who have been exposed will be advised as quickly as possible, will be asked to phone public health officials (8-1-1) for further guidance and keep HR updated.
Mental well-being during COVID-19
Some Firm Members may be affected by the anxiety and uncertainty created by the COVID-19 outbreak. It’s important to remember that mental health is just as important as physical health, and to take measures to support mental well-being. Confidential assistance can be obtained through our Firm Employee & Family Assistance Program service provider, [REDACTED] Information regarding our Firm EFAP plan is available [REDACTED]
The BCCDC and WorkSafeBC have also posted links to resources that can assist with maintaining mental health in the workplace during this time. The links can be found here:
COVID-19 Safety Plan
Firm Specific Safety Protocols
Limits on Number of Firm Members in the Office
The Firm will limit the number of people who are attending each floor of the office at any given time in accordance with public health guidance. The Firm will communicate with Firm members concerning expectations regarding office attendance as public health guidance and orders are updated.
Priority for office attendance will be as follows:
- Firm administration roles which cannot be fulfilled remotely (reception, central, IT, HR)
- Lawyers who are not productive working remotely
- Legal assistants/Paralegals working with lawyers who require assistance in the office
- Any Firm Member who wishes to work in the office
Any decisions concerning who will attend the office will be made on a case by case basis. Considerations for continued remote work include:
- Ability to perform productive work remotely
- Ability to ensure safe workspace at home
- High risk health condition
- Living with a person who is in a high risk category if living arrangements do not allow isolation from that person in the home
- Unable to drive
All decisions concerning remote work will be made on a case by case basis taking individual circumstances into account.
- Firm Members working from home will be provided with advice and assistance concerning workspace ergonomics.
- Regular check-ins will occur.
- Firm Members working from home are reminded to follow the “Memo – Working Remotely” attached as Appendix “A”.
Scheduling Your Attendance at the Office
- In order to avoid too many Firm Members attending the office at once, Firm Members will schedule their attendance in the office in advance.
- Requests to work in the office can be made by email to Human Resources and should be made before Thursday at 5pm for the following week. This will provide time to ensure that attendance in the office the following week can be appropriately managed.
- If an urgent matter arises and you cannot pre-schedule your attendance, please advise Human Resources as far in advance as possible and the Firm will work quickly to accommodate your request to ensure service to clients is maintained.
- Please advise Human Resources of any changes to your plans so that information can be updated.
Symptom Free Confirmation Prior to Attending Offices
- Prior to attending the office on any given day, a Firm Member who has pre-scheduled their attendance must confirm using an electronic communication to be provided by the Firm that they will attend the office as scheduled and are symptom free (Sample content attached as Appendix “B”).
- Human Resources will track attendance and will confirm those who attend the office are symptom free.
- Firm Members who take transit may request altered start and end times to reduce travel at peak periods. All requests will be forwarded to Human Resources and will be reviewed on a case by case basis in relation to the work duties required of their position.
- The Firm is making arrangements for sharing of parking spaces allocated to lawyers. Firm Members who usually take transit and who wish to drive to the office may make a request to Human Resources to share a parking space.
- If it is not possible to share a parking space, the Firm will cover reasonable parking costs if arranged in advance.
Building Access/Elevator Use
Firm Members are required to comply with [REDACTED] policies and procedures for the safe use of the office elevators which include the following requirements:
- All persons using office elevators must wear a mask that covers their mouth and nose.
- Comply with tape or other markings on the ground and any other directions that may be given by [REDACTED] to indicate where persons should stand while lining up to enter the elevator so as to ensure social distancing and ensure adequate space is provided for those exiting the elevator.
- Use hand sanitizer made available by [REDACTED] before entering the elevator.
- Comply with [REDACTED] 3 person occupancy limits on elevators.
Office Access and Mask Use
- Non-medical masks are required to be worn in all shared areas of the office – i.e. all areas of the Building and the Firm’s office space except in your own enclosed office or workstation with plexi-glass barrier.
- If you must go to another person’s office or workspace to complete a task, keep a 1-2 metre distance and wear a mask.
- If you have a medical condition which a physician has determined compromises your ability to wear a mask, please advise HR before attending the office and await further details.
- Wash or sanitize your hands after exiting the elevator and before entering the office. Hand sanitizer will be provided at all entrances and at elevators as and when available.
- Signage is posted at all entrances restricting access to those who are exhibiting symptoms of COVID-19.
- Use pass-card instead of pin-pad.
Office Operation and Logistics
Movement Around the Office
- Hallways will be one-directional, where possible. Some walkways will not be used. Wayfinding signs will be posted.
- Please keep moving in the hallways to avoid blocking the way for others.
- Keep a physical distance of two metres when speaking to colleagues and do not congregate where others may need to pass by. Communicate by telephone, email, MS Teams or other electronic means if space does not permit physical distancing.
12th and 14th Floor Separation
- Please make every effort to restrict your presence to the floor your on which your workspace is located.
- Firm Members whose job requires them to work on both floors from time to time (e.g. [REDACTED]) should schedule their tasks so as to minimize the requirement for repeat movement between floors, should use the stairwells where possible, and should wash their hands or use hand sanitizer before and after travel between floors.
- While we recognize the stairwells are open to all tenants, the stairwells between 12 and 14 are predominantly used by Firm Members. Stairwells between the 12th and 14th floors will be designated for one way traffic only for Firm Members. The stairwell adjacent to the men’s washrooms will be designated for use to travel upstairs from the 12th floor to the 14th floor. The stairwell adjacent to the women’s washrooms will be designated for use to travel downstairs from the 14th floor to the 12th floor.
- Persons using the staircase for travel between floors must ensure that they are maintaining the required 2 metres physical distancing while on the staircase and should wash their hands or use hand sanitizer before and after travel between floors.
- ‘In-person’ meetings held between members of the Firm should only be held where necessary for client service or Firm business. Two people may meet in an office provided they wear masks and are able to be physically distanced (2m). Meetings of more than two people can take place in a boardroom provided they do not exceed the maximum allowed in that boardroom, are physically distanced (2m) and all participants are wearing masks. All other meetings will need to take place using phone conference, MS Teams or Zoom (if MS Teams cannot provide sufficient functionality).
- Cubical workstations will be modified, as needed, to increase barrier height to 78 inches.
- Non-essential equipment and supplies (such as pens, staplers, hole punches) will be removed from communal spaces.
- Shared equipment such as printers, copiers, fax machines must be disinfected after each use.
- Hands must be washed or sanitized after using shared items.
- Cleaning supplies and wipes will be provided at all shared equipment.
- Signs will be posted to remind everyone of procedures for using and cleaning equipment.
- There will be increased cleaning of high touch surfaces throughout the day.
- [REDACTED] has posted requirements for washrooms which include physical distancing and wearing a mask. These align with Firm requirements and must be adhered to.
- In order to ensure physical distancing, the maximum number of people at a time is two (2), with the following guidelines:
- At least 1 person must be in a stall/urinal; and
- The other person is physically distanced from the first person (e.g. in a stall with another stall between them, or at the sink area washing their hands.)
- A sign has been posted which indicates: “Maximum Occupancy: 2; maintain 2 metres distance”
- The Client washroom by reception on the 14th floor will be reserved for client use to allow for additional cleaning.
- Masks must be worn in all shared areas including the serveries.
- Maximum of two people in the servery at a time.
- Upon entering, please wash your hands.
- After you have finished, wipe down surfaces you touched with disinfectant or soapy water using paper towel and then wash your hands again before leaving.
- In order to limit opportunities for transmission through shared cutlery and dishes, we strongly encourage everyone to bring their own water bottle, coffee mug, eating dish and cutlery for use at the office and to take it home to be cleaned each day.
- All non-essential shared supplies (e.g. pens, etc.) will be removed from the servery.
- Servery doors will remain open at all times.
- Please eat lunch outside or at your desk.
Clients and Visitors
Client Meetings to be Limited
- Clients and other visitors should only attend the office under exceptional circumstances and only with the prior approval of the Firm. Other means of communication (telephone, email, Skype, Zoom, meeting off-site) should be used wherever possible.
- Although we initially made arrangements for in-person hearings to be scheduled at our offices, with hotels opening up, we are strongly discouraging hearings from being held at our offices as it impacts the number of our Firm Members who can work in the office.
- Hearings using virtual meeting technology can be arranged if participants are kept to a minimum.
Clients/Visitors to be Pre-Arranged
- Firm Members must pre-arrange for visitors to come into the office. As far in advance as possible, the Firm Member must make a request to Reception detailing date, time, number of visitors, contact information – mobile phone and email address of proposed visitors. The requesting Firm Member will be advised whether the visitors can be accommodated. Consideration will be given to the following:
– Necessity of the visit
– Date of request
– Availability of space
Procedure for Visitor Attendance
In cases where visitor attendance at the office can be accommodated, the following will apply:
- Masks must be worn by visitors attending the office. If a visitor has a medical condition which a physician has determined compromises their ability to wear a mask arrangements will be made to avoid the visitor coming to our offices if possible. Consult with the Executive Committee for further direction if a visitor indicates they cannot wear a mask for medical reasons.
- Meetings are to be restricted to the 14th Floor (Main Boardroom and Discovery) and the 12th floor (Large Boardroom) and must respect the room capacity restrictions.
- Meetings in these boardrooms must be scheduled in advance with Reception.
- Prior to attending the office, visitors will be sent a standard email outlining the instructions for their visit (Appendix “C”). Visitors will be instructed to wear a mask so that they can access the elevator, to use hand sanitizer provided at reception, to bring their own beverage, and to confirm on the day they attend the office but before they arrive that they are symptom-free and not under quarantine.
- When arriving, visitors will check in with Reception, will be asked to use the available hand sanitizer and to confirm they are symptom free. Signage will be placed at reception asking clients and visitors to self-identify if they have symptoms.
- Should a client or visitor have COVID-19 symptoms or self-identify as being positive for COVID-19, alternate arrangements will be made by the Firm Member hosting the visitor or guest and the client or visitor will be asked to leave our offices. Alcohol based hand rub, masks and tissues will be available at reception so that clients or visitors who self-identify can perform hand hygiene and don a mask prior to leaving.
- Visitors will be ushered into the meeting room and will not wait in the reception area.
- Visitors will be advised of the seating arrangements permitted in the meeting room.
- Non-essential communal items will be removed from meeting rooms.
- Beverage service will not be provided.
- Meeting rooms will be equipped with garbage disposal and recycling containers.
- Main Reception will keep contact information (mobile phone and email) of all visitors for 28 days as well as a record of the date and time the visitor was in the office, the purpose of their visit and the Firm Members they came into contact with.
- Central Services will contact Firm suppliers [REDACTED] to make arrangements for contactless deliveries and pick-ups.
- Suppliers making in-coming deliveries will be asked to deliver smaller deliveries to the 14th Floor and leave the delivery on the large round table in the 14th reception area for pick-up and processing by Central Services. Central Services must carry out proper hand hygiene after picking up and processing incoming deliveries. Firm Members other than those in Central Services should not handle such in-coming deliveries until they have been picked up and processed by Central Services.
- Reception will place mail and other packages for courier pick-up on a separate table adjacent to, but 2 metres away from, the reception desk to ensure that social distancing is maintained during the pick-up process.
- Large deliveries and pickups (e.g. printer paper deliveries and pick up of recycled paper for shredding) will continue to be made as in the past but the delivery/pickup employee will be required to wear a mask and will be escorted by a member of Central Services (from the required 2 metres distance) while making their delivery/pickup and until departing the office. The Central Service escort will disinfect any surfaces touched by the delivery/pickup employee after departure and then carry out proper hand hygiene.
- Firm Members must follow all public health directions concerning personal or business-related travel.
- Travel means visiting a location outside Metro Vancouver, the Sea to Sky Corridor or the Fraser Valley.
- Travel for business should be minimized and should be undertaken only where “essential”. Considerations for whether travel is essential include:
– does it have to happen?
– can it be done virtually?
– can the employee drive instead of fly?
- If an overnight stay is required, considerations for hotel selection include:
– single occupancy only
– select hotels based on COVID management plan
– review hotel safety plans
- Any Firm Member who has travelled outside British Columbia or who has travelled within British Columbia by air must advise the HR Manager for contact tracing purposes.
Visiting Other Workplaces
If visiting other workplaces in the course of your duties:
- complete a symptom free confirmation
- wear a mask and gloves to be prepared to respect safety rules in that workplace
- drive alone
- limit personal belongings taken into another workplace
- sanitize hands on arrival
- limit the amount of time you spend there
- meet in an open space with good air ventilation
- visit only one location a day
- keep a record of workplaces you visited and who you came into contact with at that workplace.
The Library has prepared guidance for use of Library resources (see Appendix “D”).
Firm Member Training
All Firm Members will attend a virtual training session on this COVID Safety Plan. Training will be refreshed regularly.
Human Resources will keep relevant records such as records of attendance at the office, remote work, symptom free confirmations, reported symptoms, self-isolation, sick leave etc. Privacy obligations will be respected concerning this information.
This Safety Plan will be reviewed regularly and at least annually.
Published: June 4, 2020
COVID-19 Safety Plan
APPENDIX A: Working Remotely
Guidelines for Working Remotely during the COVID-19 Pandemic
- Hours of work: While working from home, you are expected to work your normal hours (unless otherwise agreed). You should take breaks as usual. Overtime must be agreed to in advance with your supervisor/lawyer. Please copy Human Resources on any overtime arrangements.
- Client Confidentiality: To the greatest extent possible, please try to work in a location in your residence which is quiet and where you will not be overheard by family members or other persons in your home. Do not leave your computer unattended in a place where others can access it. Do not transmit any client information through personal email accounts and do not store client information outside of our system. Please do not print anything. Do not take physical client files home. As usual, do not speak to family members about what you are working on.
- Physical Space: Set up your workstation with proper ergonomics in mind. You must follow safe work practices. If you have any concerns or questions, please contact your lawyer/supervisor or [REDACTED].
- Health Precautions: Just like at work, please keep washing your hands regularly, avoid touching your face, disinfect high contact surfaces frequently, eat a balanced diet, and get adequate rest.
- Sickness: If you become ill and unable to work for any reason, please notify [REDACTED] immediately and we will arrange coverage for you.
Thank you in advance for your teamwork, flexibility and cooperation.
COVID-19 Safety Plan
Appendix “B”: Office Attendance and Symptom-free Confirmation
I confirm that:
- I am not experiencing the following symptoms:
- Shortness of breath
- Sore throat and painful swallowing
- Stuffy or runny nose
- Loss of sense of smell
- Muscle aches
- Loss of appetite
- I have not returned from travel outside Canada within the last fourteen days.
- I have not been directed to quarantine or self-isolate by a public health official.
If you cannot confirm the above information you must not attend the office and should contact Human Resources to discuss next steps.
COVID-19 Safety Plan
Appendix “C” : Standard Email to Clients
Health And Safety Measures For Your Upcoming Meeting At Harris & Company LLP
Harris is committed to the health and safety of our employees and guests. We have implemented safety measures in accordance with guidelines set out by WorkSafeBC and public health authorities.
Please take note of all our safety protocols before attending your scheduled meeting:
- On the day of your meeting but prior to arriving at our office, please complete this form (add link) and email it to [insert who to email] to confirm you are symptom-free and not under quarantine.
- Wearing a mask will be required in order to enter the [REDACTED] building elevator and is required in our offices.
- When you arrive at our reception desk on the 14th floor, you will be asked to confirm you are symptom free or self-identify if you are experiencing any symptoms. We have gloves and masks readily available.
- Hand sanitizer will be provided at reception and we encourage you to use it upon arrival. We also encourage you to clean your hands frequently.
- Please maintain social distancing (minimum of 6 feet) at all times. We have reduced meeting room capacity and set out designated seating areas and parameters in order to comply with physical distancing requirements.
- Please bring your own water, coffee or beverages – unfortunately we will not be providing beverage service.
- We ask that you only use the designated visitor washroom, which is located to the right of reception. This washroom will be cleaned and disinfected by our staff after every use.
- Should you develop symptoms in the 14 days after your visit, please advise your Harris contact.
- Harris has adopted safety measures in order to minimize the risk of transmission of COVID-19, but eliminating all risk of transmission is not possible.
If you are feeling unwell or experiencing any symptoms such as fever, chills, cough, sore throat, shortness of breath or other cold or flu-like symptoms, please stay home and advise your Harris contact to reschedule the meeting.
COVID-19 Safety Plan
Appendix “D”: Library Use
Blended Approach to Library Service:
We will be placing a strong emphasis on electronic assistance.
- Please access materials digitally if possible.
- If you are unsure if a book is online or how to access a book online, please email the librarian for assistance.
- If you need access to a print item (a chapter or a few pages of a book, for example), please email the librarian who will arrange for a scan to be sent to you via email.
- If you require an entire text, a text on a rush basis, or the librarian is unavailable, please follow the following guidelines for checking out books. Please note books will be quarantined after being checked in.
Checking out a book:
- We are temporarily stopping use of the card checkout system.
- If you are checking out book(s) please email the librarian with the title(s) that you have removed from the library.
- Please do not take library materials outside of the office.
Returning a book:
- Please email the librarian the day that you have returned your book(s) with the title(s).
- Please place the book on the cart next to the librarian’s desk. This is where it will be ‘quarantined’ for 72 hours before being re-shelved.
Using books in the Library:
- If you use a book in the library, please do not re-shelve.
- When you are finished using the book, please place it on the book cart next to the librarian’s office.
- Please send an email that the title was used to the librarian. This will ensure we can track the quarantine time for each item.
Using the Library space:
- There is a shared workstation in the library:
- Please see #10. Shared Equipment:
– Shared equipment must be disinfected after every use.
– Cleaning supplies and wipes will be provided at all shared equipment.
– Hands must be washed or sanitized after using shared items.
**Where noted, this version of the Harris COVID 19 Safety Plan has been redacted to protect personal, confidential and/or proprietary information**
COVID-19 Safety Plan
Appendix “E”: Shared Office Space
Phase 1 Renovations – Shared Office Space:
Due to renovations in progress May 2021 to March 2022, our protocol to shared workspaces is as follows:
- Any individual working from home that requires onsite space is to submit a request [REDACTED] indicating arrival/departure timing, any technology or special requirements so we can reserve an appropriate working space. Requests should be submitted with as much notice as possible given the timing for where people will work will be pretty fluid and changing daily
- Should an individual develop symptoms or become exposed to COVID after having made a booking and before arrival – they are to follow the firm’s standard protocol to inform [REDACTED] and remain isolated at home following health guidelines and inform [REDACTED] to cancel the booking so it is available for someone else.
- Normal arrival protocols continue with the individual check in and acknowledge verbally no symptoms to reception
- Individuals are to follow existing way finding signage to make their way to the reserved office space.
- On arrival they will refer to the Shared Workplace Guide to set up computer technology and phone.
- Before departing, the individual is to contact [REDACTED] to indicate their sharing requirements is completed.
- Reception advises [REDACTED] for disinfecting the workspace in advance of the next booking.
- Individuals will refer to the Shared Workspace Guide located in each shared office to tear down computer technology and reset phone to original program
**Where noted, this version of the Harris COVID 19 Safety Plan has been redacted to protect personal, confidential and/or proprietary information**