Information

daily business

In support of direction from public health authorities, we are trying to minimize the number of employees coming to work. Although activity levels have dropped, the Service’s primary concern remains the physical security of the Parliamentary Precinct. The Service continues to secure Parliamentary Precinct buildings, all of which remain open until further notice. For emergency support, the Service can be reached at 992-7000. Please note that staff will be asked to sign in when entering buildings, as per normal practice during silent hours.

Telework

In support of guidelines from public health authorities, we are trying to minimize the number of employees coming to work. Telework or other arrangements should be discussed with your manager/supervisor. Working at the office because of personal preference is no longer an option.

Employees who cannot perform their duties from home or do not have access to the network may consider pursuing some online training or working on an appropriate special project (policy review, performance evaluations, work procedures, process review, etc.). They may consult with their manager/supervisor for further ideas on how to manage these unique situations.

Mental Health support

How to manage stress and anxiety

The Service recognizes the importance of supporting the mental health of its employees navigating this rapidly changing environment. Employees are encouraged to seek the help they need by contacting Homewood, our Employee and Family Assistance Program (confidential service): 1-800-663-1142 | TTY: 1.888-384-1152 | International (Call Collect): 604-689-1717. In addition, Homewood offers an online Cognitive Behavior Therapy (CBT) called i-Volve. CBT is a therapeutic approach scientifically proven to help reduce symptoms of anxiety and/or mild depression. I-Volve can help change and adapt the ways in which we think, feel, and react during anxious scenarios and situation by identifying, challenging and overcoming anxious thoughts, behaviors and emotions. We encourage you to help maintain psychological, emotional and social stability as best as you can; look for ways to stay busy and active during COVID-19.

How to maintain social connection for mental health… from a distance?

Check out these mental health tips for working from home.

Health & Safety

Prevention of COVID-19 Among Vulnerable Employees

The Service is collaborating with employees that have disclosed their vulnerability to limit their physical presence in the workplace. In order to properly support employees who are vulnerable, it is important for the Service’s employees to report to their manager or supervisor if they fall within any of the identified groups. The information disclosed to manager or supervisor will be kept strictly confidential and the details of a diagnosis do not need to be disclosed. However, the Labor Relations, Health & Wellness Accommodation Team may seek medical clarification in certain circumstances and will discuss with the employee should this be the case prior to making arrangements.

Now and always, stay home if you are sick. If you are exhibiting symptoms consistent with those of COVID-19, regardless of whether you have traveled or not, you are asked to stay home and contact your health practitioner and local health agency. In this case, regular sick leave considerations apply. Please be sure to keep your manager/supervisor informed of your situation. Employees are to follow the advice and guidance being provided by PHAC. Physical distancing and proper hand hygiene continue to be the best methods to stop the spreading of germs.

Best practices for cleaning and disinfecting workstations

Rest assured knowing that the cleaning products and disinfectants supplied by the Service are of hospital grade. We cannot emphasize this enough: to the Service continues to only turn to the best available products that are guaranteed to be effective. Please keep in mind that if these products meet the requirements of hospitals which operate in environments where risks of contagion are greater, we feel their use in our workplace is a testimony of the precautions we are taking to ensure the health and safety of our workforce. In addition to routine cleaning, surfaces that are frequently touched by hands should be cleaned and disinfected by staff at least twice per day (beginning/and end of each shift) and of course, when visibly dirty. Please follow these cleaning procedures and recommendations:

Cleaning procedures

• Apply disinfectant spray by using the trigger sprayer; then, wipe the surface with the Microfiber cloth. (Caution: like most disinfectant, the product may cause eye irritation. AVOID contact with eyes)
• For deeper disinfection, spray the surface and leave it wet (let the product sit) for 10 minutes, and then remove any excess liquid.
• After using the spray bottle and the microfiber cloth, wash hands with soap and water, or use alcohol-based hand sanitizer.
• Most stations have been outfitted with a bin for dispensing of dirty microfiber cloths. Once you have used a cloth to clean your work surface area, place the used cloth in the “dirty” bin. Cloths in the “dirty” bins will be picked up and replaced with clean ones daily.

Cleaning products provided by the Service

• The Service has turned to a product called Pinosan disinfectant cleaner - Dustbane Production.
• This product is purchased in a concentrated form and is then diluted in potable water according to the manufacturer’s heavy-duty cleaning dilution rates.
• The Safety Data Sheet (SDS) of the solution is available at QM.
• Pinosan is a disinfectant product with a Drug Identification Number (DIN), as per Health Canada’s requirements.
• Pinosan is CSA approved and is ECOLOGO certified.

5 healthy hygiene tips - Canadian Centre for Occupational Health and Safety Myth busters - World Health Organization

COVID-19 self-assessment

If you think you have COVID-19 symptoms or have been in close contact with someone who has it, use this self-assessment tool to help determine how to seek further care.

Leave options

If you are not able to report to work as a result of the COVID-19 situation, the examples and table below show the leave types that are in place. Please note that there are different leave codes for those who are paid by the House Administration (the majority of our employees) and the Senate Administration (former Senate Protective Service employees). The Senate Administration has created a specific leave code for the Pandemic.

Employees must discuss these leave options with their manager/supervisor, as other leave with pay will be granted on a case-by-case basis. Generally, the expectation is that for normal leave reasons, normal leave allocations must be exhausted (sick leave and family related leave not related to COVID-19) prior to using any special or other leave codes. Employees also have the responsibility to ensure ongoing communications with their manager/supervisor throughout the time they are away from the workplace.

Q: I am in an essential job, am fit and available to work – will I be required to report for every scheduled shift?

A: Operational requirements are evaluated on a daily basis to ensure effective protective posture and to minimize reporting to work as much as possible. As such, you may not be required to physically report to work. In such situation, please discuss with your manager/supervisor whether there is anything you can do from home. If not, you will be granted leave with pay for other reason.

Q: Do I have to be available to report to work for the duration of my original shift?

A: When you call in, as per previous instructions, you will be advised whether you are considered as working from home, in those situations you are expected to remain available to report for the duration of your shift.

Q: Do I received shift/night and weekend premiums while working from home in these situations?

A: Yes, as the time considered “time worked”, you will continue to receive evening and weekend premiums, as well as a “firearm” and “lunch-hour” premiums, for those to whom they apply. You would continue to receive “firearm” or “lunch-hour” premiums, on a monthly basis, in accordance with collective agreement.

Q: Do I receive shift/night and weekend premiums while on leave with pay for other reasons?

A: For the shift or weekend premiums to be earned, the hours must actually be worked. Therefore, for any period of leave with pay for other reasons, as for any other leave, no premiums will be earned. You would continue to receive “firearm” or “lunch-hour” premiums, on a monthly basis, for those to whom they apply, in accordance with collective agreement.

Q: I was initially scheduled for work on a Designated Paid Holiday (DPH) but am no longer required due to a reduced posture. Will I receive premium compensation for the shift for which I am not required to report to work?

A: All employees who aren’t required to report to work on a DPH will be given the day off on statutory holiday, in accordance with their collective agreement, and leave with pay for other reasons will be granted for any hours necessary to balance the duration of their shift and the value of the DPH. Unlike daily situations, you are not expected to be available to report, and if so required, will be compensated in accordance with the rates for work on a DPH, as per your collective agreement.

Q: I am unable to report for a shift due to illness or injury unrelated to COVID-19, does the leave for pay for other reasons automatically apply to me?

A: All requests for leave with pay for other reasons are to be considered on a case-by-case basis, in situations when the illness or injury are unrelated to COVID-19, normal sick leave provisions apply. Please discuss with you manager/supervisor your circumstances and whether advancement of sick leave or leave without pay may be granted.

Q: I am unable to report for a shift due to childcare obligations unrelated to daycare closures as a result of COVID-19 (for example, but not limited to, babysitter cancelling), does the leave for pay for other reasons automatically apply to me?

A: All requests for leave with pay for other reasons are to be considered on a case-by-case basis, in situations when the situation is not directly related to COVID-19, normal Family Related Leave provisions apply. Please discuss with you manager/supervisor your circumstances and whether vacation leave, leave without pay, or shift exchange may be feasible.

Self-isolation

Self-isolate when you have been diagnosed with COVID-19 or when local public health authorities have identified you as a close contact of someone diagnosed with COVID 19. Self-isolation means limiting contact with others.

• Do not leave home unless absolutely necessary, such as to seek medical care.
• Do not go to school, work or other public areas and do not use public transportation (e.g., buses, taxis).
• Arrange to have groceries and supplies dropped off at your door to minimize contact.
• If possible, stay in a separate room and use a separate bathroom from others in your home.
• If you have to be in contact with others, keep at least 2 meters between yourself and the other person. Keep interactions brief and wear a mask.
• Avoid contact with older adults and with individuals with chronic conditions or compromised immune systems.
• Avoid contact with pets if you live with other people who may also touch the pet.

Travel

• Upon returning to Canada, whether you have symptoms or not, regardless of your destination outside of the country, you are required by the Government to self-isolate for a period of 14 days beginning on the date of your re-entry to Canada. You are asked to make appropriate arrangements with your manager or supervisor. The Service will ensure that employees in this situation will not see their pay nor their leave credits impacted.
• The Prime Minister has advised Canadians to avoid international travel. In light of this, employees are asked to take into consideration how staying home at this time is a matter of public health. Those who go against this advice and choose to leave for international travel (from March 13th onward) in spite of these recommendations, may be treated differently, on a case by case basis.
• If you have not traveled internationally but you share a home with someone who has, you are asked to self-isolate for a period of 14 days from the date at which the individual re-entered the country. Please make appropriate arrangements with your manager/supervisor.

Parking

Considering the limited number of employees working per day, all employees who must report to work but who do not have a designated PPS parking pass are strongly encouraged to contact their managers/supervisors for information on how to access parking.

Gymnasiums

Both the Senate and the House of Commons gym facilities will be closed until further notice.

New Online Training

In an effort to support employees during the COVID-19 crisis and optimize this period as well as the continuous shifts in operating postures, the Service is pleased to offer online, web-based training for all employees using a phased in, step-by-step approach which will enable us to be more agile and ensure that all employees will benefit.

Here's a glimpse of how the new learning strategy will unfold:

• • Our new strategy reflects a dynamic and more agile approach where employees will progress at their own pace.
  • The web-based training can be done either from work or from home.
  • Each of its three phases will build upon the next.
  • Additional details will be provided as each phase is launched.

• Stay tuned for detailed information which will further outline how to access the online courses. Questions on this new learning strategy can be directed to Human Resources at hr-rh@pps-spp.parl.gc.ca.