Education & Training

This page includes resources for workplaces in the Education and Training industry on work health and safety, workers’ compensation and COVID-19. We also have information for Early Childhood Education.

The Education and Training industry provides education and training services to people of all ages. Services are delivered by teachers or instructors who explain, tell or demonstrate a wide variety of subjects.

Education may be provided in a range of settings, such as schools, colleges, and universities. Generally, instruction is delivered through face-to-face interaction between teachers and students, although other means and mediums of delivery, such as by correspondence, radio, television or the internet, may be used.

To ensure this information is as accessible and easy to understand as possible, we refer to ‘employers’ and their responsibilities. However, both provincial and state OHS legislation, duties apply to any person conducting a business which includes employers, but also others who engage workers.

OHS Duties

Workers' Rights

Consultation

Risk Assessment

Vulnerable Workers

Emergency Plans

COVID @ Work

Health Monitoring

Physical Distancing

Hygiene

Cleaning

PPE

Masks

Gloves

Mental Health

Violence @ Work

Working from Home

Duties Under OHS Legislation

There are current public health directions restricting business operations in some jurisdictions both in Canada and the United States. If you want to know what restrictions on business operations apply to your workplace, go to your relevant provincial or state government website. Businesses must only operate to the extent permissible in each province or state. The information provided below outlines measures which cover all aspects of services offered by the industry – depending on what is permissible in your jurisdiction, some sections may not be currently relevant to your business.

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

OHS legislation requires you to take care of the health, safety and welfare of your workers, including yourself and other staff, contractors and volunteers, and others (clients, customers, visitors) at your workplace. This includes:

providing and maintaining a work environment that is without risk to health and safety
providing adequate and accessible facilities for the welfare of workers to carry out their work, and
monitoring the health of workers and the conditions of the workplace for the purpose of preventing illness or injury

Duty to workers

You must do what you can to ensure the health and safety of your workers. You must eliminate the risk of exposure to COVID-19 if reasonably practicable. If you are not able to eliminate the risk of exposure to COVID-19, you must minimise that risk, as far as is reasonably practicable. Protect workers from the risk of exposure to COVID-19 by, for example:

considering working from home arrangements
requiring workers to practice physical distancing
requiring workers to practice good hygiene (e.g., through workplace policies and ensuring access to adequate and well stocked hygiene facilities)
requiring workers to stay home when sick, and
cleaning the workplace regularly and thoroughly

Duty to other people in the workplace

You must ensure the work of your business does not put the health and safety of other persons (such as customers, clients and visitors) at risk of contracting COVID-19. Protect others from the risk of exposure to COVID-19 by, for example:

requiring them to practice physical distancing, including through contactless deliveries and payments
requiring them to practice good hygiene, and
requiring others to stay away from the workplace, unless essential (such as family, friends and visitors)

Duty to maintain the workplace and facilities

You must maintain your workplace to ensure the work environment does not put workers and others at risk of contracting COVID-19. Maintain a safe work environment by, for example:

cleaning the workplace regularly and thoroughly
restructuring the layout of the workplace to allow for physical distancing, and
limiting the number of people in the workplace at any given time

You must also provide adequate facilities in your workplace to protect your workers from contracting COVID-19. Facilities that are required include:

washroom facilities including adequate supply of soap, water and paper towel
hand sanitiser, where it is not possible for workers to wash their hands, and
staff rooms that are regularly cleaned and allow for physical distancing

Provide workers with regular breaks to use these facilities, particularly to allow workers to wash their hands.

Duty to provide information, training, instruction and supervision

You must provide your workers with any information or training that is necessary to protect them from the risk of exposure to COVID-19 arising from their work. Information and training may include:

providing guidance on how to properly wash hands
training workers in how to fit and use any necessary personal protective equipment (PPE)
training workers to exercise adequate cleaning practices throughout the day
providing workers with instructions on how to set up a safe home workplace, and
providing workers with instructions on staying home from work if sick

Duty to consult

You must consult with workers on health and safety matters relating to COVID-19. When consulting, you must give workers the opportunity to express their views and raise OHS concerns. You must take the views of workers into account and advise workers of the outcome of consultation.

Consult with workers:

when you conduct a risk assessment
when you make decisions on control measures to use to manage the risk of exposure to COVID-19 (e.g. decisions on working from home arrangements, or restricting the workplace to allow for physical distancing)
when you make decisions about the adequacy of the workplace facilities to allow for control measures such as physical distancing and hygiene
when you propose other changes that may affect the health and safety of workers, and
when you change any procedures that have an impact on the OHS of workers

If you and the workers have agreed to procedures for consultation, consultation must be in accordance with those procedures. You must allow workers to express their views and raise OHS issues that may arise directly or indirectly because of COVID-19. You must take the views of workers into account when making decisions and advise workers of your decision.

Workers are most likely to know about the risks of their work. Involving them will help build commitment to your processes and any changes you implement. Consultation does not require consensus or agreement but you must allow your workers to be part of the decision making process. If workers are represented by health and safety representatives you must include them in the consultation process.

Resources and support

For more information on how we can help, select CONTACT US below or call toll free on 866 337 4734 to arrange an appointment with one of our experienced team members today.

Hygiene

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

Worker, student and visitor hygiene

You must direct your workers, students and visitors to the premises to practice good hygiene while on premises. Good hygiene requires everyone to wash their hands regularly with soap and water for at least 20 seconds and dry them with clean paper towel. Everyone must wash their hands:

before and after eating
after coughing or sneezing
after going to the toilet, and
when changing tasks and after touching potentially contaminated surfaces.

An alcohol-based hand sanitiser with at least 60% ethanol or 70% isopropanol as the active ingredient must be used as per the manufacturer’s instructions when it is not possible to wash hands. Good hygiene also requires everyone at the workplace to, at all times:

cover their coughs and sneezes with their elbow or a clean tissue (and no spitting)
avoid touching their face, eyes, nose and mouth
dispose of tissues and cigarette butts hygienically, e.g. in closed bins
wash their hands before and after smoking a cigarette
wash their hands before and after and training sessions
clean and disinfect shared equipment and plant after use
wash body, hair (including facial hair) and clothes thoroughly every day
have no intentional physical contact, for example, shaking hands and patting backs.

To enhance good hygiene outcomes:

develop infection control policies in consultation with your workers. These policies should outline measures in place to prevent the spread of infectious diseases at the workplace. Communicate these policies to workers
train workers on the importance of washing their hands with soap and water for at least 20 seconds and drying them correctly, or using an alcohol-based hand sanitiser, before entering and exiting a common area
place posters near handwashing facilities showing how to correctly wash and dry hands and clean hands with sanitiser, and
inform workers and students of workplace hygiene standards that are expected when utilising common areas (cleaning up after yourself, placing rubbish in bins provided, avoiding putting items such as phones on meal surfaces, etc.) and when sharing equipment in tutorials, workshops or laboratories (e.g. cleaning microscopes after use, washing hands before and after touching items)
provide alcohol-based hand sanitiser in appropriate locations for workers and students to use, such as at the entry and exit points of buildings, lecture theatres, libraries, computer labs, other common areas and accommodation facilities.
if premises health services are provided for workers and students, follow infection prevention and control measures for COVID-19 as advised by provincial or state health authorities
inform workers and students with signs throughout the premises, and notices by email or on your website/social media, of hygiene standards that are expected of people attending the premises.

This may include:

washing hands or using alcohol-based hand sanitiser regularly and not touching your face
minimising the number of items they bring to the premises and times they touch their phone and other personal items as they could unintentionally transfer germs
staying at home if they feel unwell or directed by health authorities to self-quarantine or self-isolate.

Good hygiene measures should also be supported by increased cleaning measures - see also our information on cleaning. You should put processes in place to regularly monitor and review the implementation of hygiene measures to ensure they are being followed and remain effective.

Resources and support

For more information on how we can help, select CONTACT US below or call toll free on 866 337 4734 to arrange an appointment with one of our experienced team members today.

Physical Distancing

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

What is physical distancing and how does it prevent the spread of COVID-19?

Physical distancing (also referred to as ‘social distancing’) refers to the requirement that people distance themselves from others. COVID-19 spreads from person to person through contact with droplets produced when an infected person coughs or sneezes. The droplets may fall directly into the person’s eyes, nose or mouth if they are in close contact with the infected person. A person may also be infected if they touch a surface contaminated with the droplets and then touch their mouth, nose or eyes before washing their hands.

Current health advice states that in order to reduce the risk of contact and droplet spread from a person, directly or indirectly, and from contaminated surfaces, people should maintain physical distance of at least 2 metres, practice good hand hygiene and engage in routine cleaning and disinfection of surfaces.

Physical distancing can also include requirements for there to be 4 square metres of space per person in a room or enclosed space, as well as limits on gathering sizes. These requirements differ between industries and between provinces and states. For example, some provinces and states have updated public health directions to adjust physical distancing rules in line with local circumstances, such as revising the one person per 4 square metres rule to one person per 2 square metres in some circumstances. For more information about physical distancing requirements applicable to your business, go to your relevant provincial or state government website.

Do I need to implement physical distancing measures in my workplace?

Yes. It is your duty under work health and safety laws to manage the risk of a person in your workplace spreading and contracting COVID-19, including the risk that persons with COVID-19 enter the workplace. Physical distancing is one of the key ways to lower the risk of COVID-19 being spread or contracted at your workplace.

The risk of COVID-19 should be treated in the same way as any other workplace hazard – by applying a risk management approach. In consultation with your workers, including volunteers, and their representatives (e.g. health and safety representatives (HSRs)), you will need to assess the likelihood and degree of harm people may experience if exposed to COVID-19 and then implement the most effective control measures that are reasonably practicable to manage the risk. The control measures you implement should include outcomes that support physical distancing and operate alongside measures encouraging good hygiene amongst workers and others as well as regular and thorough cleaning of the workplace.

To meet your OHS duty you should be continually monitoring and reviewing the risks to the health and safety of workers and others, as well as the effectiveness of control measures put in place to eliminate or minimise these risks. You must also assess any new or changed risks arising from COVID-19, for example customer aggression, high work demand or working in isolation. You may also need to comply with physical distancing measures issued under public health directions in your province or state. Each province and state has directions that reflect local circumstances. For more information about physical distancing requirements, go to your relevant provincial or state government website.

How do the public health directions in my province or state interact with my OHS duty?

You must comply with your province or state’s public health directions that apply to your business. Your OHS duty is to do all that you reasonably can to manage the risks of a person contracting and/or spreading COVID-19 in your workplace. Depending on the circumstances, you may need to implement control measures in order to meet your OHS duty that go beyond the minimum requirements stated in public health directions or advised by public health authorities. For example, public health directions may state you can have up to 10 customers in your shop at any one time. However, in undertaking your risk assessment you may determine that due to the layout of the workplace and your work processes, having 10 customers in the store would not effectively support physical distancing outcomes. Instead, limiting your store to 8 customers at a time would ensure everyone can maintain a physical distance of 2 metres from each other.

How do I determine which physical distancing measures to implement to minimize the risk of COVID 19 spreading in my workplace?

To determine which physical distancing measures will be most effective in your workplace, you will need to undertake a risk assessment. A risk assessment is part of the risk management process which involves identifying where the risk arises in your workplace, assessing the risks (including the likelihood of them happening), controlling the risks and reviewing these controls regularly. These steps remain the same whether you are conducting a risk assessment in relation to work health and safety generally, or specifically in relation to COVID-19. In order to determine the most effective physical distancing measures you will need to:

identify all activities or situations where people in your workplace may be in close proximity to each other
assess the level of risk that people in these activities or situations may contract and/or spread COVID-19 in your workplace, and
determine what control measures are reasonably practicable to implement based on the assessed level of risk

Remember, you must consult with workers, including volunteers, and their representatives (e.g. health and safety representatives) on health and safety matters relating to COVID-19, including what control measures to put in place in your workplace.

What physical distancing measures do I need to implement in my workplace?

Below are suggested measures to ensure physical distancing is achieved in your industry. Certain activities may not be permissible or there may be specific requirements in your province or state at this time and therefore some of the proposed measures may not be relevant to your workplace. For more information about physical distancing requirements, go to your relevant provincial or state government website.

Remember, you must do all that is reasonably practicable to manage the risk of people contracting and/or spreading COVID-19. Also remember, you must consult with workers and their representatives (e.g. health and safety representatives (HSRs)) on health and safety matters relating to COVID-19, including what control measures to put in place in your workplace.

Worker and student interactions and work tasks

Where possible, provide each person (workers and students) with 4 square metres of space in a room when indoors in accordance with general health advice. To achieve this, calculate the area of the room (length multiplied by width in metres) and divide by 4. This will provide you with the maximum number of people you should have in the space at any one time. Where the nature of work means you are not able to provide 4 square metres of space pers person, you need to implement other measures to prevent the spread of COVID-19.

To help you achieve 4 square metres of space per person (or where not practical, to achieve the maximum space per person) limit the number of people on campus by:

facilitating workers, particularly office/administrative workers and those in shared offices, to work from home, where they can
continuing to make lectures and tutorials available online where possible and appropriate, to provide alternative options for students, particularly those who may be unwell or in a vulnerable group
holding classes, workshops, lectures and tutorials in larger theatres and rooms and monitoring the number of people in the space to ensure compliance with the 4 square metre rule
calculating the number of people allowed in rooms and placing signs at the entrance communicating the maximum number of people permitted at one time
limiting the number of students that can use labs, animal houses or studios at any one time – e.g. staggering access times
reducing the number of lectures/tutorials held each day to allow extra time between classes to minimise interactions between students arriving and leaving rooms
implementing separate entrances and exits into lecture theatres and classrooms where possible or staggering entry and exit times
advising students to arrive just before their class start time so they can enter the classroom immediately and to leave immediately afterwards to avoid crowding outside rooms and in passageways
reducing the number of staff and/or students utilising science or computer labs at any one time by utilising every second computer or work area within the lab
implementing electronic or virtual methods for delivering student administrative and support services where possible and appropriate, and
postponing non-essential work and activities on campus including sporting and social activities

Direct workers and students to keep 2 metres of distance between them in accordance with general health advice. To achieve the best outcomes for physical distancing:

implement measures in combination with measures for 4 square metres spacing, as set out above
for outdoor activities ensure the space selected allows for physical distancing of 2 meters
where possible ensure seating in theatres, classrooms, workshops and laboratories is spaced out to allow for physical distancing of 2 metres such as only allowing every third seat in theatre style settings to be used and staggering that between rows. Other seats should be clearly marked (e.g. with signage or tape) that they are not to be used
put signs around the areas where workers and students normally gather such as outside lecture theatres/classrooms, libraries, study spaces, cafes and dining areas and create wall or floor markings to identify 2 metres distance. University staff could wear a badge as a visual reminder to each other and students of physical distancing requirements
limit physical interactions between staff and students, where possible, such as undertaking student consultation electronically instead of students visiting lecturers’ or tutors’ offices
minimise the number of people who travel in campus-provided transport at any one time. Refer to our Public Transport guidance for further information, and
require staff to use other methods such as mobile phone, radio or teleconference to communicate with each other rather than face to face interaction

Where it is practical and safe to do so, review tasks and processes that usually require close interaction and identify ways to modify these to increase physical distancing between workers and students. Where not possible, reduce the amount of time workers and students spend in close contact.

Where students are required to undertake a clinical placement, vocational placement, or work experience as a component of their studies or training, you must engage with the students and host organisation and assess the risk to these students. Depending on the level of risk, you may need to consider postponing or adjusting the placement and training to ensure health and safety.

Layout of the teaching and common areas

You may need to redesign the layout of the lecture theatres, classrooms, workshops, study rooms and common areas to enable workers and students to keep at least 2 metres apart. This can be achieved by, where possible:

restricting workers and students to certain pathways or areas, and
removing or spreading out furniture in offices, libraries, study spaces and other common areas to allow for physical distancing. Put signs on walls and tables requiring that furniture not be moved around

Consider floor and/or wall markings and signage to identify 2 metres distancing requirements. If changing the physical layout of the workplace, your layout must allow for workers to enter, exit and move about the workplace both under normal working conditions and in an emergency without risks to their health and safety.

Campus facilities

Reduce the number of workers and students utilising common areas at a given time – e.g. by staggering lecture/tutorial times and meal breaks. Reduce the number of computers available for use in computer labs or libraries at any one time – e.g. by only allowing every second computer to be used. Spread out furniture in common areas. If changing the physical layout of common areas, you must ensure the layout allows for workers and students to enter, exit and move about the campus both under normal working conditions and in an emergency without risks to their health and safety so far as is reasonably practicable.

Place signage about physical distancing around the campus. Our website has links to a range of posters and resources to help remind workers, students and others of the risks of COVID-19 and the measures that are necessary to stop its spread. Consideration needs to be given to how to communicate with workers and students for who English is not their first language. If you have on campus cafes and dining facilities, ensure they are complying with restrictions and requirements set out by the relevant provincial or state authorities, including physical distancing requirements. See specific information on physical distancing control measures in the Hospitality Industry.

For other campus services such as retail, early childhood education, libraries or fitness facilities ensure they also are complying with restrictions and requirements set out by the relevant provincial or state authorities, including physical distancing requirements. See also our information on Retail, Early Childhood Education, Libraries and Gyms and Fitness Centres.

Staff gatherings and training

Postpone or cancel non-essential gatherings, meetings or training. If gatherings, meetings or training are essential:

use non face-to-face options to conduct – e.g. electronic communication such as tele and video conferencing
if a non face-to-face option is not possible, ensure face-to-face time is limited, that is make sure the gathering, meeting or training goes for no longer than it needs to
hold the gathering, meeting or training it in spaces that enable workers to keep at least 2 metres apart and with 4 square metres of space per person – e.g. outdoors or in large conference rooms
limit the number of attendees in a gathering, meeting or training according to physical distancing requirements. This may require, for example, multiple training sessions to be held, and
ensure adequate ventilation if held indoors

Deliveries, contractors and visitors attending the campus

Non-essential visits to the workplace should be cancelled or postponed. Minimize the number of workers attending to deliveries and contractors as much as possible. Delivery drivers and other contractors who need to attend the workplace, to provide maintenance or repair services or perform other essential activities, should be given clear instructions of your requirements while they are on site. Ensure handwashing facilities, or if not possible, alcohol-based hand sanitiser, is readily available for workers after physically handling deliveries.

Direct visiting delivery drivers and contractors to remain in vehicles and use contactless methods such as mobile phones to communicate with your workers wherever possible. Direct visiting delivery drivers and contractors to use alcohol-based hand sanitiser before handling products being delivered. Use, and ask delivery drivers and contractors to use, electronic paper work where possible, to minimise physical interaction. Where possible, set up alternatives to requiring signatures. For instance, see whether a confirmation email or a photo of the loaded or unloaded goods can be accepted as proof of delivery or collection (as applicable). If a pen or other utensil is required for signature you can ask that the pen or utensil is cleaned or sanitised before use. For pens, you may wish to use your own.

On-going review and monitoring

If physical distancing measures introduce new health and safety risks (e.g. because they impact communication or mean that less people are doing a task), you need to manage those risks too. Put processes in place to regularly monitor and review the implementation of physical distancing measures to ensure they are being followed and remain effective.

Resources and support

For more information on how we can help, select CONTACT US below or call toll free on 866 337 4734 to arrange an appointment with one of our experienced team members today.

Mental Health

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

OHS legislation cover risks to psychological (mental) health too. This is a stressful time for everyone, and you must do what is reasonably practicable to eliminate and reduce the psychological risks to workers and others at the workplace.

Under OHS laws, you must eliminate or minimize the risk to psychological health and safety arising from the work carried out by your business as much as you reasonably can. To determine what measures to put in place, you should carry out a risk assessment and consider all the risks to psychological health in your workplace. You must also consult your workers and their representatives. Workers often know what the issues are and have ideas about how to manage them.

Once you have consulted workers, determined appropriate measures and put them in place, continue to review how you are managing the risks to check your measures are working. This is an unprecedented time for all employers and workers. You may wish to seek professional advice on your OHS duties and how to meet them in your particular circumstances. The OHS regulator in your province or state may also be able to provide further advice.

What causes psychological injury? What are psychosocial hazards?

A psychosocial hazard is anything in the design or management of work that causes stress. Stress is the physical, mental and emotional reaction a person has when we perceive the demands of their work exceed their ability or resources to cope. Work-related stress if prolonged or severe can cause both psychological and physical injury. Stress itself is not an injury. For many people, the COVID-19 pandemic has introduced and increased a range of psychosocial hazards in the workplace, at a time when a range of other non-work related psychosocial risks are also occurring (uncertainty about future employment, social isolation etc.). Psychosocial hazards arising from COVID-19 include:

Exposure to physical hazards and poor environmental conditions

concern about exposure to COVID-19 at work
poor management of OHS risks, lack of equipment and resources, such as insufficient appropriate PPE
exposure to poor conditions such as heat, cold or noise in temporary workplaces

Exposure to violence, aggression, traumatic events and discrimination

increased work-related violence, aggression and incivility from patients, customers and members of the public
serious illness or death of colleagues or clients e.g. nursing home deaths due to COVID-19
racism, discrimination or stigma stemming from COVID-19
self-isolation as a result of suspected workplace exposure

Increased work demand

increased workloads e.g. supermarket home delivery drivers doing more deliveries and longer hours
increased time at work e.g. additional shifts as production moves 24/7 to meet increased demands
increased workload e.g. because of increased cleaning requirements or reduction of workers in workplace due to physical distancing requirements
work required to adjust to rapid change e.g. buying new equipment or setting up new procedures

Low support and isolated work

working from home or isolation from others due to physical distancing or isolation requirements results in feelings of not being supported
reduction in number of workers at workplace completing physical tasks to maintain physical distancing requirements
failure (perceived or real) of employers not implementing new policies and procedure to address new working arrangements

Poor workplace relationships

increased risk of workplace bullying, aggression and harassment as pandemic continues
workplace racism, discrimination, or stigma, including towards those that have had COVID-19 or are perceived to be a greater risk to others
deterioration of workplace relationships as competing demands lead to less regular and effective two-way communication
decreased opportunity for workplace social connections and interactions

Poor organisational change management

lack of planning as a result of the pace of the pandemic
continual restructures to address the effects of COVID-19 and a corresponding failure to provide information and training, consulting and communicating with or supporting workers (eg. manufacturing companies making different products or redeploying staff to meet changes in demand)
insufficient consideration of the potential OHS and performance impacts due to COVID-19

Increased emotional distress

limitations on workers offering the same assistance to colleagues or clients they normally would or witnessing others’ distress in situations where they can’t access their normal services or support eg. a cancer ward in a hospital has restricted visitors to reduce the risk to patients. The nurses see their patients and family struggle with this isolation.

How can I eliminate and manage risks to psychological health?

You should manage psychosocial risks in the same way as physical risks. Eliminating or minimizing physical risks will also help to manage many psychosocial risks. See also our section about conducting Risk Assessments for COVID-19.

Tips for managing stress from COVID-19

regularly ask your workers how they are going and if anything is stressing them
where workers are distressed about the challenging conditions caused by the pandemic, acknowledge their feelings about the situation and reassure workers they are doing what they can in the circumstances stay informed with information from official sources and regularly communicate or share this information with workers
consult your workers and representatives on any risks to their psychological health and physical health and safety
support innovations to address the psychosocial risks where you reasonably can
provide workers with a point of contact to discuss their concerns
make workplace information available in a central place
inform workers about their entitlements if they become unfit for work or have caring responsibilities
inform workers about their rights under OHS legislation, including the right to stop work in certain circumstances and the right not to be discriminated against or disadvantaged for raising work health and safety concerns in the workplace
proactively support workers who you identify to be more at risk of workplace psychological injury (e.g. frontline workers or those working from home), and
refer workers to appropriate work related mental health and wellbeing support services (such as employee assistance programs)

Non work-related causes of stress

There are things that may stress your workers during the COVID-19 pandemic which may not be work related. Even though you may not have legal obligations in relation to that stress, you should take this into account, and if you are able to, offer workers increased support and flexibility to get through this difficult time. These stressors could include some or all of the following:

financial stress e.g. from reduced hours, loss of employment (such as their own secondary employment or their partners)
balancing work and caring responsibilities e.g. from trying to work while also meeting the needs of children and others unable to attend their usual activities or care arrangements
concern for vulnerable family members/friends e.g. from concerns they might get the virus or increased emotional stress at not being able to visit and assist elderly relatives
change to activities that support good mental health e.g. reduced exercise because of closure of gyms, reduced holidays because of travel limitations and reduced social interactions

My workers are worried about catching coronavirus. What should I do?

You should talk to your workers and understand more about their concerns. Once you understand their concerns, ensure you are doing all you reasonably can to eliminate and manage those concerns. For some workers, being more informed about COVID-19 may help ease their concerns. Provide them with relevant information on COVID-19 and remind them of all the measures you are taking in the workplace to reduce possible exposure. You should also remind them of all the services that are available to them for support (e.g. your employee assistance program). It might also be helpful for them to talk to their treating medical practitioners, such as their GP.

What can I do about customer aggression and the stress it’s causing my workers?

See our information on Violence @ Work.

My staff are working from home. How do I look after their mental health?

The duties under the OHS legislation apply to all workplaces, including where a worker is working from home. When you consider the risks to your workers' psychological health and the control measures you will implement to eliminate or minimise those hazards, you need to do this for all your workplaces, including home workplaces. The same things may lead to stress working from home as at the usual workplace, but the controls you put in place may need adjusting (e.g. you might replace a regular staff morning tea, with a weekly email update or videoconference to keep people connected). Where workers are working from home you should consider the tasks you have asked workers to perform from home and whether doing these in relative isolation could cause stress, and what you can do to minimise that stress.

Before you implement any control measures for working from home, you must consult your staff about how they are going, anything that is stressing them and what you can do to minimise that stress. For those working from home, it might be particularly helpful to consult individually, although that may not always be possible. What is essential though, is that there is regular and meaningful communication with your staff, including by telephone and videoconference where you can. Make sure you frequently check in on how they are going and if anything has changed. You should also make sure they know who to talk to if they need additional support or are feeling concerned. See also our information on Working from Home.

What should I do about bullying, harassment and strained relationships in the workplace?

Talk to your workers, identify whether there is anything in their work that is causing strain, for example competing business demands. If possible, address the cause of the strain before it damages working relationships. If bullying, has occurred, follow your bullying policy. You can manage the risk of workplace bullying by taking a proactive approach to identify early, any unreasonable behaviour and situations likely to increase the risk of workplace bullying occurring. You should implement control measures to manage these risks, and monitor and review the effectiveness of these measures. This could include activities such as:

regularly consulting with workers and health and safety representatives to find out if bullying is occurring or if there are factors likely to increase the risk of workplace bullying
setting the standard of workplace behaviour, for example through a code of conduct or workplace bullying policy
designing safe systems of work by clearly defining jobs and providing workers with the resources, information and training they need to carry out their work safely
implementing workplace bullying reporting and response procedures
developing productive and respectful workplace relationships through good management practices and effective communication
providing information and training on workplace bullying policies and procedures, available support and assistance, and how to prevent and respond to workplace bullying
prioritising measures that foster and protect the psychological health of employees

Your provincial or state OHS regulator can provide support and advice on how to manage the risks in your business.

Resources and support

For more information on how we can help, select CONTACT US below or call toll free on 866 337 4734 to arrange an appointment with one of our experienced team members today.

Masks

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

Both the Canadian and US government health departments does not generally recommend the wearing of face masks by healthy people in the community. However, there may be occasions when it is recommended that the general public wear face masks where there is community transmission and physical distancing is difficult to maintain. The main benefit of wearing a mask is to protect others. If the person wearing the mask is unknowingly infected, wearing a mask will reduce the chances of them passing the virus on to others.

Some provinces and states have issued directions about wearing face masks in public and other specific settings. This is based on the local situation. It is important that you keep up to date with recommendations and directions that apply nationally, and in your province or state, and ensure that these are followed at your workplace.

Face masks, in combination with other personal protective equipment, can be an effective control measure for workers when it is not possible to maintain physical distancing from symptomatic people (for example, health care and aged care). The type of face mask used will depend on the setting. For example, respirator face masks (P2 or N95) are usually only required for health care workers when carrying out clinical procedures that generate aerosols. Wearing a face mask may also be appropriate in some non-health care settings or workplaces. For example,

in the cleaning industry if a person with suspected or confirmed COVID-19 is in the area to be cleaned (e.g. a hotel room), or
where directed or recommended by the province or state (e.g. under public health orders or in areas where there is community transmission)

Where face masks are provided at the workplace, workers must be trained in how to fit, use and dispose of them appropriately.

What are surgical masks?

Surgical masks are loose-fitting, generally disposable masks that form a physical barrier between the mouth and nose of the wearer and the immediate environment. Surgical masks do not achieve a close seal to the wearer's face, however are useful in limiting the spread of large particles/droplets from an infected person (such as cough or sneeze spray). Single use surgical masks are designed for medical settings and are appropriate for most health care scenarios.

What are cloth masks?

A cloth mask is a nose and mouth covering made from a washable fabric such as cotton or denim. Cloth masks may be recommended for wearing by the general public where there is community transmission and where it is difficult to maintain physical distancing. It is recommended that cloth masks be properly constructed to ensure they provide adequate protection and are handled and washed appropriately.

What are high particulate respirator (P2 or N95) masks?

P2 and N95 masks are designed to help reduce respiratory exposure to airborne contaminants. They are used when there is a high probability of transmission from particles or droplets in the air. P2 and N95 masks must have a good facial fit to be effective. Workers must be trained in how to fit, use and dispose of P2 and N95 masks.

For COVID-19, P2 or N95 masks should only be used in health care settings in certain circumstances. The COVID-19 pandemic has increased demand for P2 masks. This extra demand is leading to fake respiratory protective equipment entering both the Canadian and US market. Contact your local OHS regulator for key things to check to ensure that masks meet the required standards and what to do if you come across a mask that is not fit for purpose.

Do I need to provide masks to workers?

For most businesses, there will be no need to provide face masks. Both the Canadian and US government health departments does not generally recommend the wearing of face masks by healthy people in the community. In many cases, providing face masks as a control measure against COVID-19 is only required in health care and certain other settings. However, it may be recommended that the general public wear face masks where there is community transmission and it is difficult to maintain physical distancing. It is important that you keep up to date with the recommendations and directions that apply nationally, and in your province or state, and ensure that these are followed at your workplace.

If you decide you want your workers to wear face masks, you must provide them. You must also provide appropriate training and instruction on how to put on, wear, remove and dispose of the mask. Fit checking is very important to ensure that the mask is effective. Information about using a mask is provided by the manufacturer. It is also important to maintain good hand hygiene and physical distancing even if you choose to provide a face mask for your workers. If a worker has been provided training and instruction about using a mask, they must comply with that training and those instructions.

Single-use surgical masks or properly constructed cloth masks may be used. To ensure their effectiveness, surgical masks must be replaced frequently. Cloth masks must be regularly and thoroughly washed and dried.

Can I direct a worker to wear a face mask?

You can direct a worker to wear a face mask if you, in consultation with those workers, decide it necessary to minimise the risk of exposure to the COVID-19 virus. Both the Canadian and US government health departments does not generally recommend the wearing of face masks by healthy people in the community. However, there may be occasions when it is recommended that the general public wear face masks where there is community transmission and physical distancing is difficult to maintain. The main benefit of wearing a mask is to protect other people. If the person wearing the mask is unknowingly infected, wearing a mask will also reduce the chance of them passing the virus on to others.

It is important that you keep up to date with the recommendations and directions that apply nationally, and in your province or state, and ensure that these are followed at your workplace. Be aware that the inappropriate or incorrect use of face masks may increase the risk of COVID-19 and may result in new OHS risks. Workers required to wear a mask must be trained in how to wear, remove and dispose of masks, including performing good hand hygiene (washing hands with soap and water for at least 20 seconds) before fitting the mask and before and after taking it off. Masks also need to be replaced frequently and if multi-use stored correctly, in accordance with the manufacturer’s instructions.

You will need to ensure that appropriate facilities are provided if masks are used at the workplace. This includes appropriate hand washing facilities and a closed bin to dispose of used masks. Single-use surgical masks may be a good option for most workplaces. However, properly constructed cloth masks may be considered if they are replaced frequently and appropriate laundering arrangements are in place.

Masks on their own will not control the COVID-19 virus. As with all other PPE, masks must be used in conjunction with other control measures such as good hand hygiene (washing hands with soap and water for at least 20 seconds) and physical distancing – keeping everyone at the workplace at least 2 metres physically apart.

Can I direct a worker not to wear a mask?

Both the Canadian and US government health departments does not generally recommend the wearing of face masks by healthy people in the community. However, there may be occasions when it is recommended that the general public wear face masks where there is community transmission and physical distancing is difficult to maintain. The main benefit of wearing a mask is to protect other people. If the person wearing the mask is unknowingly infected, wearing a mask will also reduce the chance of them passing the virus on to others. Some workers may want to wear a mask even if you decide that it is an unnecessary control measure for your workplace.

This is a stressful time for everyone and some workers may be wearing the mask because they feel unsure or anxious about their health. You should consult with workers on this issue and find out why they want to wear a mask at work. You should also inform workers of the control measures that have been implemented in the workplace to minimise the workers' exposure to the COVID-19 virus.

Whether you can direct an employee not to wear a mask will depend on whether the direction is permitted by the relevant OHS legislation or is otherwise lawful and reasonable. This will need to be determined on a case by case basis depending on the circumstances. However, if your worker is working on their own at home and using their own masks, it is unlikely the direction would be reasonable. Similarly, if the worker is a frontline health worker, you must not direct them not to wear an appropriate face mask.

The important thing is that you have actively considered whether a mask is an appropriate control measure in minimising exposure to the COVID-19 virus and have done so in consultation with workers, in accordance with any government advice, and in combination with other reasonably practicable, known control measures such as good hand hygiene (washing hands with soap and water for at least 20 seconds) and physical distancing – keeping everyone at the workplace at least 2 metres physically apart.

How do I put on, remove and dispose of a face mask?

If a face mask is going to be used at the workplace, you must provide workers with instruction and training on how to use them safely. Instructions for effective use of a face mask will be provided by the manufacturer. You should always follow the instructions for use and storage of face masks. Disposable face masks should only be used once and then disposed of appropriately (refer to 'How to dispose of a face mask' below). They should also be replaced if they become soiled or damp. The manufacturer will provide details on how to put on and take off your face mask. If you do not have these, you can follow the instructions below. If workers are also wearing gloves, they will need to put their mask on before their gloves.

How to put on a face mask

clean your hands thoroughly with soap and water (for a minimum of 20 seconds) or hand sanitiser before touching the mask or removing it from its packaging. Dry your hands and make sure you do not touch any surfaces (like opening a door) before you handle the mask
remove the mask from its packaging and make sure the mask has no obvious tears, holes or faults. Avoid touching the front of the mask
identify the top of the mask (generally it has a stiff bendable edge that will mould to the shape of your nose) and the front of the mask (normally a mask is coloured on the front) with the white side towards your face
if your mask has ear loops, hold the mask by the ear loops and place a loop around each ear. If your mask has ties bring the mask to nose level and place the ties over the crown of your head and tie with a bow (leave the bottom set of ties at this time)
if your mask has a band, hold the mask in your hands with the nose piece or top of the mask at your fingertips, the headbands will hang loosely below your hands, then bring the mask to your nose level and pull the top strap over your head to rest on the crown of your head, then pull the bottom strap all the way over your head to rest at the nape of your neck
pinch the stiff nose piece to the shape of your nose
if your face mask has ties take the bottom ties (one in each hand) and tie at the nape of your neck with a bow
adjust the bottom of the mask over your mouth and under your chin

How to remove a face mask

clean your hands thoroughly with soap and water (for a minimum of 20 seconds) or hand sanitiser before touching the mask. Dry your hands and avoid touching the front of the mask
if you are wearing gloves you should remove your gloves and wash your hands before removing your mask. See our information on Gloves for how to remove your gloves
only touch the ear loops, ties or bands
if your mask has ear loops hold both of the ear loops and gently lift and pull the mask away from you and away from your face
if your mask has ties untie the bottom bow first (at the nape of your neck), then untie the top bow and pull the mask away from your face as the ties are loosened
if your mask has bands lift the bottom strap over your head first, then pull the top strap over your head and pull the mask away from you and away from your face
appropriately dispose of the face mask (refer below)
clean your hands thoroughly with soap and water (for a minimum of 20 seconds) or hand sanitiser

How to dispose of a face mask

Unless contaminated, masks can be disposed of with the general waste, preferably a closed bin. A closed bin is a bin with a fitted lid. Where the mask is contaminated it should be disposed of in a closed bin, preferably one that does not need to be touched to place a contaminated mask inside. A bin with a foot pedal or other hands-free mechanism to open the lid would be appropriate. The bin for contaminated masks should contain two bin liners to ensure the waste is double bagged. Double bagging minimises any exposure to the person disposing of the waste.

A mask would be considered contaminated if it:

has been worn by a symptomatic worker or visitor to the workplace, or
has been worn by a close contact of a confirmed COVID case, or
is visibly soiled or damp

Where a closed bin is not available, the contaminated mask should be placed in a sealed bag (e.g. a ziplock bag) before disposal into the bin. The sealed bag and a single bin liner are considered equivalent to double bagging. It is important to follow good hand hygiene after removing and disposing of your mask. If you have a case of COVID-19 in the workplace, your province or state health authority should provide you with advice on what you need to do in your workplace. Follow their instructions.

Can face masks that are past their shelf life date be used?

Generally it is recommend not using face masks that are past their shelf life. However, if there is low supply and high demand, masks can be used by if they are past their shelf life if:

the ear loops, ties or bands are intact
there are no signs of visible damage, and
they can be fit tested

Resources and support

For more information on how we can help, select CONTACT US below or call toll free on 866 337 4734 to arrange an appointment with one of our experienced team members today.

Working from Home

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

You should check any relevant advice from your province or state regarding working from home in response to COVID-19. Whether working from home is reasonably practicable will depend on the specifics of the workplace, the facilities available for workers to work remotely and the ability for workers to do their work safely from home.

In deciding whether working from home is appropriate for your workers, in consultation with workers and their representatives, you should consider:

the individual worker's role
whether the worker is in a vulnerable person category for contracting the virus (see our information on Vulnerable Workers)
suitability of work activities
workflows and expectations
workstation set up
surrounding environment such as ventilation, lighting and noise
home environment, such as partners, children, vulnerable persons and pets
communication requirement such as frequency and type
mental health and wellbeing of the worker
safe working procedures and training requirements, and
potential risk of infection on journeys to and from the workplace

Under OHS legislation, each employer has a duty of care for the health and safety of their workers and others at the workplace. This duty extends to identifying and managing the risks of exposure to the COVID-19 virus and putting appropriate controls in place in every workplace where the employer engages workers to carry out work or directs or influences workers in carrying out work. If work can be completed at home, and the risks that arise from working remotely can be effectively managed, encouraging or directing workers to work from home may be the best way to minimise the risk of exposure to COVID-19.

Any existing workplace policies on working from home would apply to arrangements implemented as part of the COVID-19 response. You may need to vary your policies to reflect the broader requirements of the COVID-19 situation such as the ability to work from home while also caring for children. As with all work health and safety matters, you must consult with your workers and any elected Health and Safety Representatives (HSRs) on working from home arrangements.

Whether working at the office or at home, a worker has the right to stop or refuse unsafe work when there is a reasonable concern of exposure to a serious risk to health and safety from an immediate or imminent hazard. In some circumstances, this could include exposure to the COVID-19 virus. Any concerns about health or safety should first be raised with you or the HSR. A worker may also contact a union for advice. If a worker decides to stop work as it is unsafe, they must notify you as soon as possible and be available to carry out alternative work arrangements.

What must I do when workers are working from home?

OHS legislation still applies if workers work somewhere other than their usual workplace, for example, from home. You have duties to ensure the health and safety of your workers, even if they are working from home. What you can do to minimise risks at a worker's home may be different to what you can do at the usual workplace. However, in consultation with workers and their representatives, you should:

provide guidance on what is a safe home office environment, including what a good workstation setup looks like, why workers should not be sedentary all day and how to avoid this
allow workers to borrow any necessary work station equipment from the office to take to the home as agreed
require workers to familiarize themselves and comply with good ergonomic practices, consistent with any workplace policies and procedures, for example requiring workers to complete a workstation self-assessment checklist and provide their responses to you
maintain regular communication with workers
provide access to information and support for mental health and wellbeing services. You may have an existing employee assistance program (EAP) you can promote, and
appoint a contact person in the business who workers can talk to about any concerns related to working from home

You must also think about, and consult your workers, on how your existing policies and procedures apply when working from home, including:

notification of incidents, injuries, hazards and changes in circumstances
consultation and review of work health and safety processes, and
attendance, timesheets, leave and other entitlements and arrangements

If necessary, employers may consult workers for an inspection of the worker’s home work environment to ensure it meets health and safety requirements. This can be achieved through virtual means such as photos or video to avoid the need for a physical inspection.

In many cases, given the types of risks associated with the activities to be undertaken, an inspection will not be required. Depending on the complexity of the potential risks involved, you may need to engage the services of a health and safety professional to assess the risks to a worker working from home.

What are the OHS risks of working from home?

Working from home may change, increase or create work health or safety risks. You must consult with workers before you implement control measures to address these risks. It is also important to review and monitor whatever arrangements are put in place to ensure that these arrangements do not create any additional risks.

Some key considerations that may affect the OHS risks of workers working from home or remotely include:

pre-existing injuries the worker may have
communication frequency and type between the employer and worker
management of the work program, workload, activities and working hours
surrounding work environment
workstation set up, such as desk, chair, monitors, keyboard, mouse and computer
work practices and physical activity
mental health and wellbeing of the worker, and
other responsibilities the worker may have such as facilitating online learning for children or a caring role

You must do what you reasonably can to manage the risks to a worker who works from home. However, workers also have health and safety obligations to minimise risks when working from home including:

following procedures about how work is performed
using equipment provided by the workplace as per the instructions given and is not damaged or misused
maintaining a safe work environment, such as designated work area, moving furniture to ensure comfortable access, providing adequate lighting and ventilation, repairing any uneven surfaces or removing trip hazards
managing their own in-house safety, such as maintaining electrical equipment and installing and maintaining smoke alarms
notifying the employer about risks or potential risks and hazards, and
reporting any changes that may affect their health and safety when working from home

Mental health risks and working from home

The COVID-19 pandemic is a stressful and uncertain time for everyone. Working from home, particularly for the first time, can create additional risks to mental health. The OHS duties apply to both physical health and mental health. This means that employers must, so far as is reasonably practicable, ensure the mental health of their workers and protect their workers from psychological risks.

Working from home can have psychological risks that are different to the risks in an office or your regular workplace. A psychosocial hazard is anything in the design or management of work that causes stress. Some psychosocial hazards that may impact a worker’s mental health while working from home include:

being isolated from managers, colleagues and support networks
less support, for example workers may feel they don’t have the normal support they receive from their supervisor or manager
changes to work demand, for example the impacts of the COVID-19 pandemic and a move to working at home may create higher workloads for some workers and reduced workloads for others
low job control
not having clear boundaries between home-life and work-life
fatigue
poor environmental conditions, for example an ergonomically unsound work station or high noise levels, and
poor organisational change management, for example workers may feel they haven’t been consulted about the changes to their work

Working from home may also impact a worker’s mental health in other ways, such as from changed family demands. For example, home schooling school-aged children who are learning from home, relationship strain or family and domestic violence.

Looking after the mental health of workers at home

You must eliminate or minimize the risk to psychological health and safety arising from work as far as is reasonably practicable, including when your workers are working from home. You must consult with workers and HSRs on psychosocial hazards they may face and how to manage them. Workers often know what the issues are and have ideas about how to manage them. You must also review how you’re managing the risks to check your policies and processes are effective.

Good communication with your workers is especially important when they are working from home. It is important that you have regular and clear communication with your workers to set realistic and clear instructions on workloads, roles and tasks, to monitor work levels and to check that work can be successfully completed from home without creating any additional safety risks. Adjust any work tasks and ways of working as appropriate.

Steps you must take to manage risks to your workers’ mental health where reasonably practicable include:

providing information about mental health and other support services available to your workers (you may have an existing employee assistance programs you can refer workers to)
maintaining regular communication with your workers and encouraging workers to stay in contact with each other
staying informed with information from official sources and sharing relevant information with your workers and HSRs as it becomes available
offering your workers flexibility, such as with their work hours, where possible
making sure workers are effectively disengaging from their work and logging off at the end of the day
responding appropriately to signs a worker may be struggling, e.g. changed behaviour
informing workers about their entitlements if they become unfit for work or have caring responsibilities
eliminating or minimising physical risks, and
providing workers with a point of contact to discuss their concerns and to find workplace information in a central place including HSRs

Who is responsible for ensuring that my workers have a safe workstation set up to work from home?

Under current OHS legislation, you have a duty of care for the health and safety of your workers and others at the workplace. This includes where your worker is working from home. You must consult with workers and take all reasonable steps to ensure their workstations are correctly setup to reduce potential musculoskeletal injuries.

Workers also have a duty to take care for their own health and safety, which includes while working from home, and must follow any reasonable policies or directions their employer gives them. You and your workers share responsibility for ensuring a safe workstation set up. To ensure your workers’ workstation set up is safe, you should:

provide guidance on what is a safe home office environment, including setting up an ergonomic workstation, why workers should not be sedentary all day, and how to avoid this
require workers to familiarize themselves and comply with good ergonomic practices, for example by requiring workers to complete a workstation self-assessment checklist and provide their responses to you
provide a health and safety checklist for working from home for workers to use, for example checking for trip hazards in the work space
consider organizing a workstation assessment by a competent person where practicable, allow workers to borrow equipment, such as chairs, monitors, keyboards and mouses, from the office or reimburse them reasonable costs for purchasing any required equipment, and
have ongoing discussion with your workers regarding their workstation set up

Workers must follow reasonable policies or directions set by you. This may include completing workstation checklists and following any other reasonable safety policies and directions you give them. As with any other work environment, workers must inform you of any work-related incidents or injuries that occur while working at home and are encouraged to report health and safety concerns to you and their HSR.

What do I need to do about home workstation setups?

You must eliminate or minimise risks to the health and safety of your workers, so far as is reasonably practicable. While you have less control over a worker’s home, you must still consult with workers and HSRs and take steps to reduce work health and safety risks of workstations as much as possible (with available and suitable solutions). To minimise the risk of a worker sustaining a musculoskeletal injury while working from home, you could:

organize a virtual workstation assessment
have ongoing discussion with your workers about their workstation setup
provide a health and safety checklist when working from home for your workers to use
provide a workstation self-assessment checklist and health and safety checklist for your workers follow
provide your workers with information on setting up an ergonomic workstation, and
allow workers to borrow equipment, such as chairs, monitors, keyboards and mouses, from the office or reimburse them reasonable costs for purchasing any required equipment
monitor to ensure the workstation set up is not creating additional risks and the need for any additional equipment, and
in undertaking safety checks you should ensure workers have access to first aid based on an assessment of their duties and home work environment

Am I required to provide my workers with equipment to enable them to work safely from home?

You must identify and manage any risks to workers working from home. Undertaking a risk assessment will assist you to determine what is reasonably required to keep workers safe. It may not be reasonably practicable to conduct a physical inspection of your workers’ home, but there are other ways you can assess the risks, including by requiring workers to complete a workstation and health and safety checklist that you may discuss with them.

You may determine that it is practicable to allow workers to borrow equipment from the office or reimburse reasonable costs. You and your workers must discuss what equipment may be required for the worker to safely carry out their work as early as possible during the workstation set up and continue to monitor their ongoing equipment needs throughout the time they are working from home. If you are not satisfied that a safe workstation can be created, it may not be reasonably practicable for the worker to work from home. In these circumstances, alternative arrangements may need to be made. This could include setting up a safe office space for the worker in the office and flexible work hours to minimize contact between workers.

What are my obligations to my workers to ensure that they have suitable breaks and work reasonable hours while working from home?

You must ensure workers continue to access their workplace entitlements, including breaks, standard hours and any agreed to flexible work arrangements. You should consider whether any existing workplace policies and procedures need to be revisited in light of the COVID pandemic and increased working from home arrangements.

I have workers working from home who are also caring for, and educating, their school aged children who are unable to attend school. What are my obligations towards these workers?

Good communication between you and your workers is especially important when workers are working from home. You should ensure your workers are aware of any working from home and carer policies that apply to your workplace. Workers may also wish to discuss their entitlements to carers leave and other relevant forms of leave. Workers may wish to share tips on balancing work and caring responsibilities with others. Tool box discussions and team meetings can be a great place to share this information in a friendly environment. This might include tips on how workers have managed to balance their caring arrangements with their partner, where available.

How can I support my workers who are finding working from home stressful and it is negatively impacting their mental health?

You must eliminate or minimize the risk to psychological health and safety arising from work as far as is reasonably practicable, including when your workers are working from home. Good communication with your workers is especially important when they are working from home. You must consult with workers and HSRs on psychosocial hazards they may face and how to manage them. Workers often know what the issues are and have ideas about how to manage them. You must also review how you’re managing the risks to check your policies and processes are effective.

There are a range of resources available to workers to support workers’ mental health. These include:

Canada

Government of Canada - Mental health tips for working from home

Mental Health Commission of Canada - Mental health and wellness during the COVID-19 pandemic

Canadian Mental Health Association - 6 tips to respond to employee anxiety about COVID-19

Canadian Mental Health Association - COVID-19 and mental health

Canadian Psychological Association - Working from Home During COVID, With and Without Children

MyWorkplaceHealth - COVID-19: How to cope with social distancing and working from home

United States

American Psychiatric Association Foundation - Working Remotely During COVID-19

Centers for Disease Control and Prevention (CDC) - Coping with Stress - COVID-19

American Psychiatric Association (APA) - APA Coronavirus Resources

American Medical Association (AMA) - Managing mental health during COVID-19

Mayo Clinic - COVID-19 and your mental health

There are also a number of practical steps that can help. These include:

ensuring workers have the contact details for the relevant Employee Assistance Program
maintaining regular communication
supporting flexible work arrangements, where available, and
ensuring workers effectively disengage from work and log off at the end of the day.

One of my workers has contracted COVID-19 while working from home. What should I do?

If you have a worker who has contracted COVID-19 you will need to follow the health advice provided by your public health authority. You should discuss leave arrangements with your worker and determine if the worker has had contact with any other workers while they were infectious. Workers who have been isolated after having tested positive for COVID-19 can return to work when they have fully recovered and have met the criteria for clearance from isolation. The criteria may vary depending on circumstances of the workplace, the province or state as they may manage clearance from isolation differently. Clearance may be by the public health authority or the persons treating clinician.

It is possible that a worker with COVID-19 could potentially work from home, if for example, they have no or minor symptoms. This would be subject to the advice from the relevant treating clinician and discussions with the worker. For example, a doctor may recommend reasonable adjustments, including reduced working hours or changes to a worker’s workload. Contact your province or state helpline for further advice.

When should workers return to the workplace?

Before workers return to their usual workplace you must ensure your proposed arrangements are consistent with the latest advice from public health authorities. You will also need to undertake a risk assessment and consult with workers and HSRs before workers return to the usual workplace. This risk assessment will need to include consideration of current national, provincial and state government on physical distancing and whether your workplace can support all your workers returning at the same time while meeting those requirements.

You may consider options for staging a return to the workplace, to ensure that physical distancing requirements are met in accordance with Government advice. As part of your risk assessment you must consider vulnerable workers and ensure that they are not put at risk by a direction to return to the workplace. Pending your risk assessment, it may be that vulnerable workers should remain in a working from home arrangement for a longer duration that those workers who are not vulnerable. You are also required under the OHS legislation to consult with your workers and any HSRs about any direction to return workers to the workplace. Finally, you should keep up to date with the latest health and national, provincial and state government advice on COVID-19.

Can I direct my workers back to the usual workplace?

Whether or not you can reasonably direct workers back to the workplace will depend on a number of factors, including public health requirements and the individual circumstances of the worker working from home. Workers must follow any reasonable policies or directions you put in place in response to COVID-19. You must consult with workers and HSRs prior to decisions being made to return to the workplace. You must also ensure return to work arrangements adhere to relevant national, provincial and state government advice (eg. physical distancing requirements).

Where circumstances change, for example it is no longer safe for a worker to continue working from home due to a change in the worker’s home situation or the ability of the worker to continue working from home effectively, the worker may after appropriate consultation be directed to return to the workplace.

Before requiring workers to recommence work at their usual workplace you must, in consultation with workers and HSRs, have a plan to ensure the safe return to work for all workers.

Resources and support

For more information on how we can help, select CONTACT US below or call toll free on 866 337 4734 to arrange an appointment with one of our experienced team members today.

Cleaning

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

COVID-19 spreads through respiratory droplets produced when an infected person coughs or sneezes. A person can acquire the virus by touching a surface or object that has the virus on it and then touching their own mouth, nose or eyes.

A key way you can protect workers and others from the risk of exposure to COVID-19 is by implementing appropriate cleaning and disinfecting measures for your workplace. A combination of cleaning and disinfection will be most effective in removing the COVID-19 virus. Workplaces must be cleaned at least daily. Cleaning with detergent and water is usually sufficient. Once clean, surfaces can be disinfected. When and how often your workplace should be disinfected will depend on the likelihood of contaminated material being present. You should prioritise cleaning and disinfecting surfaces that many people touch.

Alternatively, you may be able to do a 2-in-1 clean and disinfection by using a combined detergent and disinfectant.

How to clean and disinfect

Cleaning means to physically remove germs (bacteria and viruses), dirt and grime from surfaces using a detergent and water solution. A detergent is a surfactant that is designed to break up oil and grease with the use of water. Anything labelled as a detergent will work. Disinfecting means using chemicals to kill germs on surfaces. It’s important to clean before disinfecting because dirt and grime can reduce the ability of disinfectants to kill germs. The following disinfectants are suitable for use on hard surfaces (that is, surfaces where any spilt liquid pools, and does not soak in): alcohol in a concentration of at least 70%, chlorine bleach in a concentration of 1000 parts per million, oxygen bleach, or wipes and sprays that contain quaternary ammonium compounds. These chemicals will be labelled as ‘disinfectant’ on the packaging and must be diluted or used following the instructions on the packaging to be effective.

As long as you use a disinfectant of the types described above, in accordance with the manufacturer’s directions, they will be effective. Cleaning should start with the cleanest surface first, progressively moving towards the dirtiest surface. When surfaces are cleaned, they should be left as dry as possible to reduce the risk of slips and falls, as well as spreading of viruses and bacteria through droplets.

Before a surface is disinfected, it is important it is cleaned first because dirt and grime can reduce the ability of disinfectants to kill germs. Disinfectant may not kill the virus if the surface has not been cleaned with a detergent first. The packaging or manufacturer’s instructions will outline the correct way to use disinfectant. Disinfectants require time to be effective at killing viruses. If no time is specified, the disinfectant should be left for ten minutes before removing.

You should provide your workers with suitable cleaning and disinfecting products and personal protective equipment, and ensure they are trained on how to use them. After cleaning, any single-use personal protective equipment (PPE), disposable cloths and covers should be placed in a plastic bag and disposed of in general waste. Any reusable cleaning equipment, including mop heads and reusable cloths, should be laundered and completely dry before re-use.

What is the difference between cleaning and disinfecting?

Cleaning means to physically remove germs (bacteria and viruses), dirt and grime from surfaces using a detergent and water solution. A detergent is a surfactant that is designed to break up oil and grease with the use of water. Disinfecting means using chemicals to kill germs on surfaces. It’s important to clean before disinfecting because dirt and grime can reduce the ability of disinfectants to kill germs. The following disinfectants are suitable for use on hard surfaces (that is, surfaces where any spilt liquid pools, and does not soak in): alcohol in a concentration of at least 70%, chlorine bleach in a concentration of 1000 parts per million, oxygen bleach, or wipes and sprays that contain quaternary ammonium compounds. These chemicals will be labelled as ‘disinfectant’ on the packaging and must be diluted or used following the instructions on the packaging to be effective.

Which areas should be cleaned and disinfected, and how often?

Any surfaces that are frequently touched should be prioritised for cleaning, such as tabletops, counters, door handles, light switches, elevator buttons, desks, toilets, taps, TV remotes, kitchen surfaces and cupboard handles, phones, POS machines and workplace amenities. . Any surfaces that are visibly dirty, or have a spill, should be cleaned as soon as they are identified, regardless of when they were last cleaned.

You should regularly clean and disinfect surfaces that many people touch. At a minimum, frequently touched surfaces workplaces should be cleaned and disinfected at least once daily. If your workplace has many customers or others entering each day, more frequent cleaning and disinfection of frequently touched surfaces is recommended. If your workplace is only attended by the same small work crew each day and involves little interaction with other people, routine disinfection in addition to daily cleaning may not be needed.

Which areas should I prioritise for cleaning?

Any surfaces that are frequently touched should be prioritised for cleaning and disinfection. These include tabletops, counters, door handles, light switches, elevator buttons, desks, toilets, taps, TV remotes, kitchen surfaces and cupboard handles, phones, POS machines and workplace amenities.. You should also prioritise cleaning and disinfecting surfaces which are visibly soiled (dirty) and which are used by multiple people (e.g. carts, checkouts, POS machines).

How often should I do a routine clean?

Regular cleaning is key to minimising the build-up of dust and dirt and allows for effective disinfecting when required. Cleaning of frequently touched surfaces must be undertaken at least once per day. Cleaning should be more frequent if surfaces become visibly dirty, there is a spill, or if they are touched by a different people (for example, if your workplace has a high volume of workers, customers or visitors that are likely to touch surfaces such as tabletops, counters, door handles, light switches, elevator buttons, desks, toilets, taps, TV remotes, kitchen surfaces and cupboard handles, phones, POS machines and workplace amenities). If your workplace operates in shifts, it should be cleaned between shifts. If equipment is shared between workers, it may also be cleaned between uses, where practicable.

Cleaning and disinfecting should also be done after a person with a confirmed or suspected case of COVID 19 has recently been at the workplace, in line with advice from your provincial or state health authority.

How often should I do a routine disinfection?

You should regularly clean and disinfect surfaces that many people touch. You should consider disinfecting frequently touched surfaces at least once daily. All surfaces should be cleaned with detergent prior to disinfection. Alternatively, you may be able to do a 2-in-1 clean and disinfection by using a combined detergent and disinfectant.

What’s the difference between frequently touched and infrequently touched surfaces?

A frequently touched surface is a surface that is touched multiple times each day, regardless of whether it is touched by the same person or different people. Door handles and taps are examples of frequently touched surfaces. An infrequently touched surface is any surface that is not touched more than once each day. If you are unsure, you should treat your surface as if it is frequently touched.

Does every surface need to be cleaned and disinfected?

You don’t need to clean and disinfect every surface. The virus is transmitted by breathing in droplets produced by an infected person coughing or sneezing, or contact with contaminated surfaces, so you only need to clean surfaces that are touched or otherwise contaminated. This is true whether the touching is deliberate (e.g. a door knob) or incidental (e.g. brushing a door when reaching for the door knob). There are some surfaces that are never touched (e.g. ceilings and cracks and crevices in machinery) and these do not need to be cleaned and disinfected.

Do I need to clean and disinfect areas or equipment daily if no one has entered the area or used the equipment recently?

No. If a surface has not had human contact within the last few days, it is unlikely to be a potential source of infection. Accordingly, you may wish to consider how frequently a particular surface is touched or otherwise comes into human contact when deciding how often an area or equipment needs to be cleaned and disinfected.

What about workers’ personal items?

You should instruct your workers to clean and disinfect personal items used in the workplace such as glasses and phones regularly using disinfectant wipes or sprays.

What should my workers wear to clean?

In most circumstances, it will not be necessary for workers to wear protective clothing to clean your workplace. However, workers should use personal protective equipment (PPE) that is necessary for the products they are using for cleaning. As a starting point:

gloves are the minimum requirements
gowns and disposable suits/aprons are not required. Clothes that can be washed afterwards are suitable
you need to provide any PPE and train your workers on how to use it safely

If you have a suspected or confirmed COVID-19 case in the workplace, surgical masks should be used to cleaning any impacted areas. See also our information on PPE and Masks.

What if there is a case of COVID-19 in my workplace?

If you have a case of COVID-19 in the workplace, your provincial or state health authority should provide you with advice on what you need to do in your workplace. Follow their instructions. Your workplace will need to be thoroughly cleaned and disinfected before people can return to the workplace. Its also important to know that:

using an accredited cleaner is not required
fogging is not required and is not recommended by either the Canadian or US health departments for routine cleaning against COVID-19
swabbing surfaces following disinfection is not required

What are the best products for cleaning and disinfecting?

When cleaning it is best to use detergent and warm water. This will break down grease and grime so that the surface can be wiped clean. Anything labelled as a detergent will work. Disinfectants should only be used once the surface is fully cleaned.

Disinfectants that are suitable for use on hard surfaces (that is, surfaces where any spilt liquid pools, and does not soak in) include: alcohol in a concentration of at least 70%, chlorine bleach in a concentration of 1000 parts per million, oxygen bleach, or wipes and sprays that contain quaternary ammonium compounds. These chemicals will be labelled as ‘disinfectant’ on the packaging and must be diluted or used following the instructions on the packaging to be effective.

If using a store-bought disinfectant, choose one that has antiviral activity, meaning it can kill viruses. This should be written on its label. Alternately, diluted bleach can be used. If using freshly made bleach solution, follow the manufacturer’s instructions for appropriate dilution and use. It will only be effective when diluted to the appropriate concentration. Note that prediluted bleach solutions lose effectiveness over time and on exposure to sunlight.

Is a sanitiser a disinfectant?

A sanitiser is a chemical that is designed to kill some bacteria and some viruses that can cause disease in humans or animals. These chemicals are not as strong as disinfectants, which makes them safe to use on skin. If you’re disinfecting a hard surface or inanimate object, a disinfectant is the best option.

If everything is sold out, can I make my own disinfectant?

Store-bought disinfectants meet government standards, so you know they will work. However, if you don’t have store bought disinfectant available, you can prepare a disinfecting solution using bleach and water. Do not use products such as vinegar, baking soda, (bicarbonate of soda), essential oil, mouthwash or saline solution – these will not kill COVID-19.

If preparing a disinfecting solution, make sure you handle chemicals carefully, as they can be dangerous. Always read and follow the instructions and safety directions on the label. If the solution is not prepared and used as described in the instructions, it is unlikely to be effective.

Can I use a product that claims to clean and disinfect at the same time?

Yes, some products can be used for both cleaning and disinfecting, which can save time and effort. If using these products, make sure that you read and follow the instructions on the label to ensure they work effectively.

Does heating or freezing kill the virus?

Extreme heat will destroy COVID-19 but is not recommended as a general disinfection method. Steam and boiling water can easily burn workers and should only be used by trained personnel with specialised equipment. Viruses are generally resistant to the cold and can survive longer if frozen than if left outside at room temperature.

Will an antibacterial product kill COVID-19?

Antibacterial products are designed to kill bacteria. However, COVID-19 is caused by a virus rather than by bacteria, so an antibacterial product may not be effective against COVID-19. Detergent and warm water are suitable for cleaning surfaces and should be used prior to using a disinfectant. For cleaning hands, regular soap and warm water is effective.

Should I be using hospital grade disinfectant for normal cleaning in the workplace?

Both the Canadian and US health departments only recommend the use of hospital grade disinfectant when cleaning in a hospital, beauty or allied health care setting where an infectious person has been present.

What is the difference between household grade disinfectant and hospital grade disinfectant?

Hospital grade disinfectants must meet government standards for use in health care, beauty and allied health settings. A household or commercial grade disinfectant must also meet government standards, but the testing is not as comprehensive as it is for hospital grade disinfectants and the standards to be met are lower. Household or commercial grade disinfectant are suitable for use in workplaces that are not health care, beauty or allied health settings.

Are there any cleaning methods I shouldn’t use?

The best cleaning method is to use warm water and detergent. You should avoid any cleaning methods that may disperse the virus or create droplets, such as using pressurised water, pressurised air (including canned air cleaners), dry cloth and dusters. Fumigation or wide-area spraying (known as ‘disinfectant fogging’) is not recommended for general use against COVID-19. Additionally, if not done correctly it can expose workers and others to hazardous chemicals.

I prefer to use environmentally friendly or natural products, do I have to use detergent to clean?

Yes. Using only water and a cloth, or other forms of cleaning agents, such as vinegar and baking soda (bicarbonate of soda), will not be as effective as using detergent.

What is disinfectant fogging, and do I need to do it?

Disinfectant fogging (sometimes called disinfectant fumigation) is a chemical application method where very fine droplets of disinfectant are sprayed throughout a room in a fog. The disinfectant has to reach a certain concentration for a certain length of time to be effective.

Disinfectant fogging is not recommended for general use against COVID-19 and can introduce new work health and safety risks. Physically cleaning surfaces with detergent and warm water, followed by disinfecting with liquid disinfectant, is the best approach. If you are looking for a faster or easier method, consider a combined (2-in-1) cleaning and disinfecting agent. Note that if you already use fogging as part of your normal business processes (such as in health care or food manufacturing) you should continue to do so.

The chemicals used in fogging solutions also introduce work health and safety risks which must be managed. Chlorine and hydrogen peroxide-based products are highly irritating to the skin and eyes. Alcohol based products are highly flammable, which may lead to fire or explosion if an ignition source is present.

In all cases, sufficient time must be allowed following fogging for the chemicals to disperse to ensure that workers returning to the area to ensure they are not exposed to hazardous chemicals. If fogging is undertaken, it must only be performed by trained persons and using appropriate controls in accordance with the manufacturer’s directions. It should not be undertaken as a response to, or element of a response to contamination of an area with COVID-19.

How do I clean linen, crockery and cutlery?

If items can be laundered, launder them in accordance with the manufacturer’s instructions using the warmest setting possible. Dry items completely. Do not shake dirty laundry as this may disperse the virus through the air. Wash crockery and cutlery in a dishwasher on the highest setting possible. If a dishwasher is not available, hand wash in hot soapy water.

I run a cleaning business, how do I manage the risk of infection to myself and my workers?

You should consult with the business engaging you to clean and with your workers to ensure that that the risks of the job are fully understood and can be managed. For example, you should know if there have been any recent cases of COVID-19 at the workplace and the level of public traffic at the workplace. Once you understand the risks associated with the job, you must put appropriate control measures in place. These may include:

physical distancing measures, such as cleaning when other workers are not present (e.g. after hours if cleaning an office) to reduce the chance of contact with others
training workers on the use of good hygiene practices and safe cleaning techniques. This should include information on how COVID-19 is transmitted and how the use of good hygiene and safe cleaning practices reduces the risk of COVID-19 spreading, and instructions for staff to avoid touching their face whilst cleaning
ensuring that correctly fitting personal protective equipment (PPE) is supplied and that your workers know how to use it. More information about PPE is available on our website, and
ensuring regular communication with the business that has engaged you so that you are kept up to date on any cases or suspected cases at the workplace

My job involves going into other persons’ homes. Do I need to clean and disinfect all of my equipment and personal effects after each visit?

It is generally not necessary to clean and disinfect all equipment before or after each visit. You should consider cleaning and disinfecting your equipment:

before entering the home of a vulnerable or at-risk person, such an elderly person or a person with a pre-existing medical condition
before and after sharing equipment with the resident of the home or with other people.

Regardless, you should still practice good hygiene and ensure that your equipment and effects are kept clean.

What else can I do?

minimise touching of surfaces; put up signs and support your workers in reminding customers
reduce the number of touch points for workers
provide hand washing facilities or hand sanitiser at entry and exit points if possible.
dispose of used paper towel in a waste bin that is regularly emptied to keep the area clean, tidy and safe. See our Hygiene information for further advice on hand washing and paper towel.
ensure used PPE is disposed of appropriately. Unless contaminated, masks can be disposed of with the general waste, preferably in a closed bin. Contaminated PPE items should be disposed of into a closed bin with two bin liners or be double bagged separately. Refer to our PPE and masks information for detailed advice on correct disposal

Resources and support

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Personal Protective Equipment (PPE)

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

Personal protective equipment (PPE) refers to anything used or worn to minimise risk to worker health and safety. PPE can be used to supplement the other control measures put in place at your workplace to protect against COVID-19 including good hygiene measures, physical distancing, environmental cleaning and providing workers with information and training. You must implement more control measures to protect against COVID-19 than only PPE.

Common PPE that can be used to protect against COVID-19 include:

masks
gloves
eye protection, and
screens

The type of PPE you provide will depend on your workplace, the outcomes of consultation and your risk assessment. The use of some types of masks, gowns and disposable suits is restricted to healthcare settings. It is not recommended that these types of PPE are used outside of healthcare to protect against COVID-19.

The type of PPE you provide will depend on your workplace and the outcomes of consultation and your risk assessment. Some provinces and states have issued directions about wearing face masks in public and other specific settings. This is based on the local situation. It is important that you keep up to date with recommendations and directions about the wearing of PPE that apply nationally, and in your province or state, and ensure that these are followed at your workplace.

Eye protection

Eye protection, in the form of safety glasses, goggles or a face shield, can be used as PPE for protecting against the risks of COVID-19. Eye protection can assist to act as a physical barrier from droplet spray and prevent unintentional rubbing of eyes between hand washing. Eye protection may be necessary for workers who are in close proximity to droplet spray, for example health workers, police, corrections and security work. However, for many workplaces, eye protection will not be a required control measure.

Good hygiene practices should be followed if eye protection is used.

Do I need to provide PPE?

You must provide workers with appropriate PPE, and information and training on how and why they are required to use it. Depending on your workplace (type of work, the workers and others who come into the workplace), PPE can include gloves, eye protection and face masks. However, PPE will not be required for many workplaces.

PPE alone will not protect workers. You must implement a range of control measures to limit the spread of COVID-19, including good hygiene measures, physical distancing (keeping everyone at the workplace at least 2 metres physically apart), cleaning and disinfecting and providing workers with information and training. PPE used at a workplace must be:

selected to minimise risk to work health and safety
suitable for the nature of the work and any hazard associated with the work
a suitable size and fit and reasonably comfortable for the person wearing it

Some provinces and states have issued directions about wearing face masks in public and other specific settings. This is based on the local situation. It is important that you keep up to date with recommendations and directions about the wearing of PPE that apply nationally, and in your province or state, and ensure that these are followed at your workplace.

Do I need to talk to my workers about PPE?

Yes. You must consult with your workers about the control measures you will put in place to manage the risks of COVID-19, including PPE. If, after consultation, you decide to require your workers to wear PPE you must provide them with appropriate information, instruction and training on its use. This includes how to wear PPE safely and correctly, how to store items safely, how to dispose of single-use items and how to clean reusable items. You should refer to the manufacturer’s instructions provided with the PPE for correct use, storage, maintenance and when to replace PPE.

How do I dispose of PPE?

Unless contaminated, disposable PPE can be disposed of with the general waste, preferably a closed bin. A closed bin is a bin with a fitted lid. Where the PPE is contaminated it should be disposed of in a closed bin, preferably one that does not need to be touched to place contaminated PPE inside. A bin with a foot pedal or other hands-free mechanism to open the lid would be appropriate.

The bin for contaminated PPE should contain two bin liners to ensure the waste is double bagged. Double bagging minimises any exposure to the person disposing of the waste. PPE would be considered contaminated if:

it has been worn by a symptomatic worker or visitor to the workplace
it has been worn by a close contact of a confirmed COVID case
the PPE has been in contact with a potentially contaminated surface, or
it is visibly soiled or damp (e.g. face masks)

Where a closed bin is not available, the contaminated PPE should be placed in a sealed bag before disposal into the bin. The sealed bag and a single bin liner are considered equivalent to double bagging.

It is important to follow good hand hygiene after removing and disposing of your PPE. Hands should be cleaned thoroughly with soap and water (for a minimum of 20 seconds) or hand sanitiser. If you have a case of COVID-19 in the workplace, your province or state health authority should provide you with advice on what you need to do in your workplace. Follow their instructions.

Do I need to install screens in the workplace?

Perspex screens (also known as sneeze guards) can be considered at workplaces where workers are in close proximity to each other for long periods. For example, a perspex screen could be considered where two workers work side by side or back to back for a shift.

Both the Canadian and US Governments have advised that it is not necessary to install a screen between workers and the public (customers) as the interaction time between them is shorter. However, many businesses have chosen to protect workers by installing these screens including retail stores, pharmacies and doctors surgeries.

Perspex screens come in many different sizes and shapes and can be custom made for the workplace. Generally, they have a space cut out to allow for exchange between the worker and a member of the public or a patient, with the screen covering the upper half of the body and head. If you choose to install a perspex screen you need to ensure that the screen is fit for purpose and protects workers from droplet spray. Completing a risk assessment will assist you in deciding what type of screen is best for your workplace. The screen must allow the worker to safely work and protect their face from exposure to droplet spray. Be aware that installing a perspex screen may result in other OHS risks that you will need to consider.

You must consult with workers about installing perspex screens and must provide appropriate training and instruction to workers who will use them, if you decide to install them. Perspex screens should be cleaned in the same manner as other frequently handled objects or surfaces.

Resources and support

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Violence @ Work

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

Work-related violence and aggression can be any incident where a person is abused, threatened or assaulted in circumstances relating to their work. Work-related violence and aggression may include:

physical assault such as biting, scratching, hitting, kicking, pushing, grabbing, throwing objects
intentionally coughing or spitting on someone
sexual assault or any other form of indecent physical contact, and
harassment or aggressive behaviour that creates a fear of violence, such as stalking, verbal threats and abuse, yelling and swearing and can be in person, by phone, email or online

Work-related violence and aggression can result from a range of sources including:

External violence and aggression from customers, clients or members of the public
Internal violence and aggression from other workers, supervisors or managers
Family and domestic violence from a family or domestic relationship when this occurs at the workplace, including if the person’s workplace is their home

Work-related violence and aggression can result in both physical and/or psychological harm to the person it is directed at and anyone witnessing the behaviour. For more about psychological harm, go to the Mental Health section. It can happen in any industry but is most common in industries where people work with the public or external clients. Higher risk industries include:

health care and social assistance – this includes nurses, doctors, paramedics, allied health workers, residential and home carers
public administration and safety – such as police officers, protective service officers, security officers, prison guards and welfare support workers
retail and hospitality – including workers at grocery outlets, convenience stores and pharmacies
education and training – including teachers and teachers’ aides

Young workers may also experience higher rates of work-related violence in the form of initiation hazing.

Coughing and spitting

In the COVID-19 environment, deliberate acts of coughing and spitting on workers have occurred as a form of violence, particularly against police officers, health care workers and emergency response workers. There have also been incidents of customers spitting on retail workers due to product restrictions. Some jurisdictions have introduced specific fines and jail terms for people who intentionally spit or cough on workers during the COVID-19 pandemic.

What are my OHS duties to manage work-related violence and aggression?

You must ensure workers and others are not exposed to risks to their health and safety, including from work-related violence. You must take a systematic approach to managing risk with the aim of eliminating the risk, or if this is not possible, minimising the risk so far as is reasonably practicable. Workers and others at the workplace also have a duty to take reasonable care of their own health and safety, and not adversely affect the health and safety of themselves or others. This includes following any reasonable instruction given to comply with a health and safety duty.

You need to identify hazards, assess risks and implement controls. Consult workers on physical and psychological hazards from violence and aggression in the workplace and on how to manage them. Workers often know what the issues are and have ideas about how to manage them. For more information, go to our Consultation section. Once you have consulted workers, determined appropriate measures and put them in place, continue to review how you are managing the risks to check your measures are working.

Identifying hazards

Identifying hazards involves consulting with workers and other duty holders and observing how work is carried out to see what can go wrong.

work-related violence can arise from hazards that increase stress and conflict. During the COVID-19 pandemic, businesses may be welcoming the public back under new conditions. For example, there may be limits on the number of customers in stores, restrictions on products and services, physical distancing measures and contactless collection methods or deliveries

External violence and aggression may occur due to:

general stress and anxiety in the community related to physical distancing rules, eg. if people are not complying with the rules
products and services are restricted or no longer available
business hours are limited
longer queues and wait times and limits on the number of customers in stores
workers do not have the information on-hand to respond to customer requests or are insufficiently trained, procedures have changed and workers and customers are struggling to adjust
not enough workers available to serve the public
handling valuable or restricted items, for example cash or medicines
providing care to people who are distressed, confused, afraid, ill or affected by drugs and alcohol
workers are working in isolation, offsite or in the community, and
increased isolation from support

Internal violence and aggression may also occur when:

workers are worried about the health risks they may be exposed to and the effectiveness of preventive measures
roles or workloads are poorly distributed among work teams
work schedules change
there is less face-to-face supervision, or workers are more isolated from support networks
workloads have increased or roles have changed, for example if extra focus is given to regular cleaning and disinfection of the workplace
workers are not adequately trained or familiar with products, services or workplace procedures
workers are worried about their job security
the workplace culture is hostile or does not prevent violence and aggression

Racial discrimination may also increase in the form of individual acts of aggression, or collective forms such as targeting workplaces with workers of a particular nationality or ethnicity.

There may also be stigma around, and the potential for violence or aggression towards, people who have had COVID-19, or those who seem to be acting inconsistently with public health requirements.

Assessing risks

If you already know the risks associated with a hazard you have identified, and there are well-known and accepted ways to control it, it may not be necessary to assess the risk of that hazard. If you need to assess risk, you must seek input from your workers and others including relevant duty holders.

You could consider the following to work out the likelihood that someone could be harmed through work-related violence and aggression, and the degree of harm:

who could be exposed to hazards
when they are likely to be exposed to hazards
frequency and duration of exposure to hazards
the ways hazards interact to make new or greater risks
effectiveness of current control measures
the harm exposure could cause

Potential harm could:

be physical or psychological
include minor or serious injury and illness, or death
be the result of a single incident, or build up over a longer period

Managing the risks of work-related violence

Work-related violence and aggression can impact psychological and physical health. New measures may be needed due to the COVID-19 pandemic and the impacts this has had on your workplace or business operations.

External violence and aggression

To manage the risk of violence, aggression and harassment at the workplace, consider the following:

Physical work environment and security

ensure access to the premises is appropriately controlled
increase security measures such as security personnel, video surveillance or duress alarms
ensure internal and external lighting provides good visibility
arrange furniture and partitions to allow good visibility of service areas and avoid restrictive movement
separate workers from the public, for example install protective barriers or screens
prevent public access to the premises when people work alone or at night
limit the amount of cash, valuables and medicines held on the premises
ensure there are no dangerous objects that could be thrown or used to injure someone
provide workers and others with a safe place to retreat to avoid violence
put up signs to reflect that the workplace will not accept any forms of violence and aggression

Work systems

manage expectations of customers and clients with communications about the nature and limits of the products or services you are now providing, for example online and using signage at the workplace, e.g. inform customers of reduced services, wait times, their place in the queue or offer them other methods for non-urgent requests (such as online forms)
place purchase limits on the sale of in-demand goods or take them off the shelves and require customers to ask for them specifically
provide information as soon as possible on the availability of services/products or processing delays
clarify the procedures which customers may not be familiar with, such as physical distancing in stores and queuing procedures
adapt opening hours if necessary, and clearly communicate this to the public
avoid workers needing to work in isolation and provide sufficient staff during periods of high customer attendance
monitor workers when they are working in the community or away from the workplace, for example a supervisor checks in regularly throughout the shift
alternate the task of working with customers (in person or over the phone) with other work tasks and ensure workers have their regular breaks
promote awareness messages to customers about new constraints due to the COVID-19 situation, encouraging them to show patience, respect and understanding
evaluate your work practices, in consultation with your workers and their representatives, to see if they contribute to violence and aggression
train workers in how to deal with difficult customers, conflict resolution and when to escalate problem calls to senior staff, including procedures to report incidents
ensure that workers are made aware of their right to cease unsafe work

Internal violence and aggression

There are many things you can do to reduce the risk of violence, aggression and harassment between workers, supervisors and managers, including:

provide a positive, respectful work culture where violence, aggression and harassment is not tolerated
provide a consistent approach to prevent inappropriate behaviour from escalating
regularly review workloads and time pressures with your workers and their representatives
ask workers to provide screen shots and keep records if aggressive behaviour occurs online
improve role clarity by ensuring your workers have well-defined roles and the expectations of them are clear
provide adequate resources and training to your workers so they are able to perform their role confidently and competently

Responding to incidents of violence, aggression and harassment

Responses to work-related violence, aggression and harassment will vary depending on the nature and severity of the incident.

At the time of an incident

Workers should be trained in what to do during a violent or aggressive incident, such as:

using calm verbal and non-verbal communication
using verbal de-escalation and distraction techniques
seeking support from other workers
asking the aggressor to leave the premises or disconnecting the aggressor from the phone call
activating alarms or alerting security personnel or police
retreating to a safe location.

Immediately after an incident

Immediately after a violent or aggressive incident, you should:

ensure that everyone is safe
provide first aid or urgent medical attention where necessary
provide individual support where required, including psychological support to the victim and other workers
report what happened, who was affected and who was involved.
You may need to notify your provincial or state OHS regulator if the incident is a ‘notifiable incident’

Resources and support

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Gloves

If you want to know how OHS legislation apply to you or need help with what to do at your workplace, contact us on 1 866 337 4734 or through our online contact form.

Practising physical distancing and maintaining good hygiene is the best defence against the spread of COVID-19 and will usually be a better control measure than wearing gloves. While gloves (such as disposable or multi-use) should still be used for some practices (such as food handling, cleaning, gardening and trades), washing hands with soap and water is one of the best defences to prevent the spread of COVID-19. Washing your hands frequently for at least 20 seconds with soap and water or using alcohol-based hand sanitiser with at least 60% ethanol or 70% isopropanol as the active ingredient can help to minimise the spread of germs.

If gloves are not used appropriately, they can pose a risk of spreading germs, putting workers and others at risk. When a person wears gloves, they may come into contact with germs which can then be transferred to other objects or their face. Gloves are not a substitute for frequent hand washing. Gloves should be replaced regularly. Multi-use gloves should be washed and stored according to the manufacturer’s instructions or workplace policy. Disposable gloves should not be re-used and multi-use gloves should not be shared between workers.

It is important that you keep up to date with recommendations and directions about the wearing of personal protective equipment (PPE) that apply nationally, and in your province or state, and ensure that these are followed at your workplace. This may include instruction about the wearing of gloves in specific circumstances.

Who should wear gloves to protect against COVID-19?

You should consider whether using gloves or hand washing is the best measure for preventing the spread of germs in your workplace. This involves thinking about what workers will touch, how long the task will take, who workers may come into contact with and the practicality of using gloves for a task. It may be more practical to require workers to wash their hands with soap and water or use alcohol-based hand sanitiser than to wear gloves. Importantly, not all gloves are appropriate for all tasks. A risk assessment with appropriate consultation must be conducted to help inform what gloves are appropriate for your workplace. See also our information on Risk Assessment and Consultation.

It is important that you keep up to date with recommendations and directions about the wearing of PPE that apply nationally, and in your province or state, and ensure that these are followed at your workplace. This may include instruction about the wearing of gloves in specific circumstances. If workers will be required to wear disposable gloves, be aware that wearing gloves may result in new OHS risks. For example, wearing disposable gloves could cause skin irritation, contact dermatitis or other sensitivities in some workers.

For some industries, gloves are used to protect against other (non-COVID-19) hazards. You should consider whether you need to review or modify this practice as a result of COVID-19 to ensure adequate hygiene is maintained. In all workplaces, workers must ensure they are complying with good hygiene practices, including hand washing.

If you are going to supply or use gloves in your workplace, make sure the gloves are suitable for the work of your business or undertaking. For example, gloves made of PVC, rubber, nitrile or neoprene are recommended for protection against exposure to ‘biological haza

ICAM Investigation Report Template

ICAM Investigation Report Template

ICAM Investigation Report Template

Education & Training

Education & Training

Duty to workers

Duty to other people in the workplace

Duty to maintain the workplace and facilities

Duty to provide information, training, instruction and supervision

Duty to consult

Resources and support

Worker, student and visitor hygiene

Resources and support

What is physical distancing and how does it prevent the spread of COVID-19?

Do I need to implement physical distancing measures in my workplace?

How do the public health directions in my province or state interact with my OHS duty?

How do I determine which physical distancing measures to implement to minimize the risk of COVID 19 spreading in my workplace?

What physical distancing measures do I need to implement in my workplace?

Resources and support

What causes psychological injury? What are psychosocial hazards?

How can I eliminate and manage risks to psychological health?

Tips for managing stress from COVID-19

Non work-related causes of stress

My workers are worried about catching coronavirus. What should I do?

What can I do about customer aggression and the stress it’s causing my workers?

My staff are working from home. How do I look after their mental health?

What should I do about bullying, harassment and strained relationships in the workplace?

Resources and support

What are surgical masks?

What are cloth masks?

What are high particulate respirator (P2 or N95) masks?

Do I need to provide masks to workers?

Can I direct a worker to wear a face mask?

Can I direct a worker not to wear a mask?

How do I put on, remove and dispose of a face mask?

How to put on a face mask

How to remove a face mask

How to dispose of a face mask

Can face masks that are past their shelf life date be used?

Resources and support

What must I do when workers are working from home?

What are the OHS risks of working from home?

Mental health risks and working from home

Looking after the mental health of workers at home

Who is responsible for ensuring that my workers have a safe workstation set up to work from home?

What do I need to do about home workstation setups?

Am I required to provide my workers with equipment to enable them to work safely from home?

What are my obligations to my workers to ensure that they have suitable breaks and work reasonable hours while working from home?

I have workers working from home who are also caring for, and educating, their school aged children who are unable to attend school. What are my obligations towards these workers?

How can I support my workers who are finding working from home stressful and it is negatively impacting their mental health?

One of my workers has contracted COVID-19 while working from home. What should I do?

When should workers return to the workplace?

Can I direct my workers back to the usual workplace?

Resources and support

How to clean and disinfect

What is the difference between cleaning and disinfecting?

Which areas should be cleaned and disinfected, and how often?

Which areas should I prioritise for cleaning?

How often should I do a routine clean?

How often should I do a routine disinfection?

What’s the difference between frequently touched and infrequently touched surfaces?

Does every surface need to be cleaned and disinfected?

Do I need to clean and disinfect areas or equipment daily if no one has entered the area or used the equipment recently?

What about workers’ personal items?

What should my workers wear to clean?

What if there is a case of COVID-19 in my workplace?

What are the best products for cleaning and disinfecting?

Is a sanitiser a disinfectant?

If everything is sold out, can I make my own disinfectant?

Can I use a product that claims to clean and disinfect at the same time?

Does heating or freezing kill the virus?

Will an antibacterial product kill COVID-19?

Should I be using hospital grade disinfectant for normal cleaning in the workplace?

What is the difference between household grade disinfectant and hospital grade disinfectant?

Are there any cleaning methods I shouldn’t use?

I prefer to use environmentally friendly or natural products, do I have to use detergent to clean?

What is disinfectant fogging, and do I need to do it?

How do I clean linen, crockery and cutlery?

I run a cleaning business, how do I manage the risk of infection to myself and my workers?

My job involves going into other persons’ homes. Do I need to clean and disinfect all of my equipment and personal effects after each visit?