COVID-19 WORKPLACE PREPAREDNESS CHECKLIST

(A risk adjusted approach)

 DPSA Circular 18 of 2020
 Department of Employment and Labour: Health and Safety Regulations (Dated 3 May 2020)
 World Health Organisation- Getting your workplace ready for COVID-19
 Department of Corporate Governance-Regulations dated 29 of 4 of 2020
 Department of Employment and Labour: COVID-19 Occupational Health and Safety Measures in Workplaces-Dated 28 April 2020-Directive by the
Minister of Employment and Labour
 Good practice guides: swa.gov.au; safe six workplace readiness essentials
 Occupational Health and Safety Act No. 85 of 1993 and regulations

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1Governance Arrangements
1.1 COVID-19 Steering Committee to be established and
appointed by the Head of Department

COVID-19 Committee’s to be established at Head Office,

Provincial Offices, Cluster Offices and for Construction
(There must be at least one Committee for the 4 Clusters
and one Committee for Construction). The COVID 19
Committee must comprise of the existing Occupational

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Health and Safety Committee’s which must be
strengthened and Chaired by an SMS’s Member

1.2 COVID-19 Steering Committee to prepare for and monitor

the return to work and report directly to the Head of
Department
1.3 Review and update its risk assessment in line with
prescripts-Dept. of Employment and Labour (28 April 2020
prescript)
 Risk assessment or review be conducted prior to
employees returning to work and to include an
assessment on engineering controls,
administrative controls, safe work practices (a
type of administrative control), PPE, waste
management, safety equipment, emergency
response, reduced physical contact and social
distancing, hygiene and cleaning measures and
basic education and awareness
1.4 Health and Safety Policy of DWS to be amended to
include measure for the protection of employees against
COVID-19
1.5 The risk assessment to be submitted to the Provincial
Chief Inspector of the Department of Labour at
http://www.labour.gov.za/About-
US/Ministry/Pages/IES0320-7398.aspx
1.6 Compliance Officer for COVID-19 to be appointed in
writing in terms of the Regulations of the Disaster
Management Act and must be a member of the COVID-
19 Steering Committee (assign a person or any other
suitably appointed)
1.7 Employer to notify employees of the contents of the
Direction from the Minister of Employment and Labour
dated 3 May 2020and how it will be implemented
1.8 Inform employees that if they have COVID-19 symptoms
they must not be at work and grant paid sick leave or
apply for Covid-19 benefits
1.9 Employer to appoint a manager from within the existing
structure to address the concerns of employees and
workplace representatives

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1.10 HR to report any diagnosis of COVID1-19 to the
Department of Health, department of Employment and
Labour and DPSA
1.11 Two (2) free cloth masks to be provided to each employee
by the employer who is required at work and to wear
whilst at work or commuting which complies with the
guidelines with the Department of Trade, Industry and
Competition
1.12 Employees should be informed to wash their masks with
water and soap and ensure that a clean mask is worn
daily. Washing must be done at the employee’s residence.
1.13 If the employer employs more than 500 employees, the
employer must submit a record of its risk assessment
together with a written policy concerning the protection of
the health and safety of its employees from COVID-19 to
the OHSA Committee as well as the Department of
Employment and Labour
1.14 Adhere to circulars dated March, April and May from
DPSA
1.15 Health and Safety Policy of DWS to be amended to
include measure for the protection of employees against
COVID-19- (NOHS Committee to update).

Policy to include the identification of and protection of

vulnerable employees especially those at 60 years and
above as well as those who suffers from terminal illness or
immune compromised/comorbidities

This template to include some protocol for the immune

compromised officials who are office bound (and can’t
work from home)
1.16 Provisions & equipment for screening at receptions
1.17 For staff reporting to office, bathrooms need to have hand
wash, sanitiser and paper towel.

Sanitiser to also be available at key points e.g. main

entrance, lift foyers and office corridor access points

It is very common that bathrooms are lacking these. Even

during lockdown, several bathrooms lacked paper towel

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and hand wash.

Include whether Sanitizers will be provided for each office

and boardrooms
2. Compliance Officer for COVID-19
2.1 Must determine the area of floor space in square metres
2.2 Determine the number of employees and service
recipients that maybe inside the premises at any time with
the space available
2.3 Ensure that the persons queuing inside and outside the
premises are able to maintain a distance of 1.5 metres
from each other
2.4 Provide hand sanitisers for the use by the public and
employees at the entrance to the premises
2.5 Ensure that all directions in respect of hygiene conditions
and limitation of exposure to persons with COVID-19 are
adhered to
2.6 Covid-19 Committee must develop a plan prior to
employees returning to work for the phased increase of
employees returning to the workplace:

Plan to include: • Factors to be considered as

determinants of employees return to offices
 Which employees are permitted to work (in
offices)
 What are the plans for the phased in return to
work of the employees ((numbers & time
intervals)?
 What health protocols are in placed to protect
the employees from COVID-19
 Details of the Compliance Officer.
2.7 Oversee the implementation of the plan referred to above
and develop a checklist to ensure all requirements as
listed as well as best practices may apply are adhered to
3.Preparation of the workplace
3.1 Thorough cleaning of the workplace and this includes:
 The disinfecting of all work surfaces and
equipment before work begins
 Cleaning of all toilets, common areas, door

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handles and shared electronic equipment
 disinfection of air-con filters and aircon ducting
3.2 Disable all biometric systems or make them COVID-19
proof
3.3 Ensure there are hand sanitisers, soap and paper towels
for employees and service recipients
3.4 Physical distancing of 1,5 metres in work spaces. If not
possible, physical barriers such as panels/shields must be
installed or employees be provided with face shields or
visors
3.5 Every Department to determine the no of employees and
service recipients that may be inside the premises/office
at any given time within the adequate space available
3.6 Entrance and reception areas to be configured to contain
the transmission of COVID1-9 (Security to look into this)
3.7 Employees working in entrance and reception areas to be
provided with the requisite PPE
3.8 Physical distance markers should be installed in entrance
and reception areas as well as areas where there are
queuing
3.9 Where possible an appointment system should be
implemented
3.10 A queue management system should be implemented to
ensure physical distancing is adhered to
3.11 Hand sanitisers should be strategically placed at
entrances, common areas, doorways, lifts, escalators,
handrails, where office equipment is shared, etc.
3.12 Protocols on the sue of shared office equipment and
common areas should be displayed in prominent places
3.13 Minimise the risk of COVID-19 via documents-consider
alternate approaches (How documents are
conveyed/disposed/stored
3.14 Department should provide services through online
platforms and encourage citizens to utilise such platforms
instead of visiting physical service points
3.15 A clean desk policy should be advocated and to enable
thorough cleaning
3.16 Department to have a protocol on the standards of
hygiene, adequate space and distancing measures

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service providers must adhere to on each visit to DWS
workspace
3.17 Compliance to the DWS protocols and regulations issued
in terms of the Disaster Management Act by service
providers must be strictly monitored
3.18 Employer to ensure that the workplace is well ventilated
and that the ventilations systems are cleaned and
maintained
3.19 Ensure bathrooms are well stocked with hand wash and
paper towel
3.20 Put up posters with instructions on how to hand
wash/hand rub to ensure cleanliness/effectiveness and
posters on how maintain mask hygiene
3.21 Instruct workers on other ways to limit
the spread of germs, including by not
touching their face, sneezing into elbow,
and staying home if feeling sick
3.22 Instruct your workers to limit contact with others– no
shaking hands or touching objects unless necessary
3.23 Increase access to closed bins in your workplace
3.24 Instruct employees to clean personal property that comes
to work, such as, sunglasses, mobile phones and ipads
with disinfectant, such as disinfectant wipes
3.25 During meetings or event: employees should suspend
sharing of water glasses, jugs or tea kettles to minimise
transmission by touching with hands, and can only be
used where employees observe stringent hygiene
protocols. or employees need to bring their water bottles
or tea
3.26 Ensure that necessary PPE is procured for employees
4.Symptom screening, masks and personal protective equipment
4.1 Department to takes measures to screen all employees Ensure the proper
and other persons entering the workplace for any calibration of equipment
observable symptoms of COVID-19. As a minimum each used for accuracy.
person must be temperature screened to ascertain Develop a standard
whether they have any of the observable symptoms criteria for those
associated with Covid-19, namely: conducting the
screening.

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 Fever, cough;
 Sore throat, redness of eyes, shortness of
breath,
 Body aches, loss of smell, loss of taste, nausea,
vomiting, diarrhoea, fatigue, weakness or
tiredness
4.2 Every worker to report immediately to the supervisor if
they suffer from any of the following additional symptoms:
body ache, loss of smell or loss of taste, nausea, vomiting,
diarrhoea, fatigue, weakness or tiredness and symptoms
in 4.1 while at work
4.3 If the worker presents with those symptoms, or advices
the employer of those symptoms, the supervisor must not
 Permit the worker to enter the workplace or
report for work or
 If the worker was already at work immediately
isolate the worker, provide surgical mask and
arrange for the worker to be transported in a
manner that does not place other workers or
members of public at risk either for self-isolation
or for medical; examination or testing.
4.4 The supervisor should ensure that the risk of transmission
is assessed, disinfection of the area and worker
workstation is done. Refer workers who may be exposed
for screening and take any other appropriate measure to
prevent possible transmission
4.5 Every person to wear a face mask when they leave home,
similarly every employee must wear a face mask at work
4.6 The wearing of cloth face masks by non-medical
personnel at the workplace is mandatory
4.7 Personal protective equipment must be provided to
employees where operational requirements dictate such
4.8 Members of the public entering DWS premises must wear
a mask/cloth mask
4.9 Special provisions for IT technicians and messengers in
terms of hand sanitizers
5. Staggered return to work
5.1 Social distancing at the workplace is a must at all times
and this must be managed adherence ensured

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5.2 Department may identify other employees in addition to
those identified under level 5 lockdown to perform certain
critical services and recall them to the workplace to
supplement capacity
5.3 Department to develop a schedule for a staggered return
of the workforce to assist in managing the number of
employees at the same time, to maintain service and
ensure business continuity
5.4 Return to work schedule to be disseminated to all
employees
5.5 Employees that are to be at the workplace to be issued
with the relevant document to travel to work
5.6 To limit the number of employees arriving, leaving or
working at the same time, the HOD to consider amending
the working times including the meal times
6.Remote working arrangements
6.1 All employees are expected to be working in line with
established working hours and norms
6.2 Implement remote working arrangements
 Some will from home
 Some will work physically from the office
 Some a hybrid model of remote working and
physically coming into the office
6.3 Employees who do not have to be at work, should work
remotely-Department is encouraged to strengthen this
strategy
6.4 Employees working from remotely from home may also
from time to time be required to attend the workplace to
amongst other; receive instructions, documentation,
access office infrastructure-printing and to submit
completed tasks
6.5 When considering working remotely, the employer should
consider employees with higher risk employees to COVID-
19 including vulnerable employees, employees over 60
and those that are present with co-morbidities. Due
consideration must be given to business continuity and
service delivery of the department.
 Vulnerable employees must submit the relevant
documentation in this regard as evidence to their
human resource component

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7. Education and communication
7.1 Communication should be on prevention and containment
7.2 Prevent fake news
7.3 Information must be from a credible source
7.4 Information should be easily understood and disseminated
to employees and recipients
7.5 All communications platforms should be used to ensure
information is disseminated quickly, accurately and cost
effectively
7.6 Department to communicate the do’s and don’ts regarding
social distancing, work safety and COVID-19 protocols
that employees must observe once they return to work
7.7 Communicate the social distancing rules, the correct use
of cloth mask, shield and hand washing and hand
sanitisers
7.8 Inform employees of the requisite steps taken to ensure
that the work environment is safe
7.9 Employees to be afforded sufficient time to prepare to
return to work
7.10 Encourage employees to interact with the department on
its measures to contain COVID-19.
Department to respond and address the employees
concerns
7.11 Potential bias, discrimination and harassment:
 Ensure frequent communication to address such
issues
 Where complaints are received-such must be
investigated quickly and effectively
8.Employees return to work
8.1 Circular 7 of 2020 from DPSA must be fully observed
8.2 Employees who do not adhere to health and safety
protocols of COVID-19 and prescripts may be subjected to
discipline.
8.3 Breaches of health and safety protocols of COVID-19 and
prescripts to be brought to the attention of their supervisor
or compliance officer
8.4 Where employees have been diagnosed with COVID-19
and isolated or quarantined in accordance to DOH
Guidelines, the supervisor (employer) may only allow a

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worker to return to work on the following conditions
(procedures as prescribed in the Directive issued by the
Minister of Employment and Labour) :
 The worker undergone medical evaluation
confirming that the worker has been tested
negative for Covid-19;
 The supervisor ensures personal hygiene,
wearing of masks, social distancing and cough
etiquette is strictly adhered to by the worker and
The supervisor closely monitors the worker for symptoms
on return to work
8.5 Gathering other than official meetings are prohibited
8.6 Meetings as far as possible to be conducted through
electronic means
8.7 Where face to face meetings are unavoidable, such
meetings to be held subject to hygiene, physical and
social distancing and adequate space parameters as
prescribed for COVID-19
8.8 Workplace visits by non-employees should be by prior
arrangement. This excludes service recipients at service
delivery points.
8.9 Ensure that requisite Employee Assistance Programme is
available to employees who need support
8.10 Surfaces (e.g. desks and tables) and objects (e.g.
telephones, keyboards) need to be wiped
with disinfectant regularly where employees or others are
sharing or using the same equipment
9.Contact tracing
9.1 A register containing the details of the employees, visitors,
and service providers entering the work place on a
particular day with the following details be kept:
 Date, time of entry, name surname, departure
time, identity number, cell phone number,
residential address and cellular number of all
employees, service recipients, visitors and
service providers.
 All to sign this register on entry to the workplace
9.2 Support any contact tracing measures initiated by the
Department of Health
9.3 HOD to use his/her discretion in dealing with matters not

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covered in this checklist
10.Obligations on the employee
10.1 Employees should immediately inform the employer if they
experience any symptoms whilst at work:
 Fever, cough;
 Sore throat, redness of eyes, shortness of
breath,
 Body aches, loss of smell, loss of taste, nausea,
vomiting, diarrhoea, fatigue, weakness or
tiredness
Employees not doing so is a contravention of the OHSA

10.2 Workers with symptoms must be placed in isolation and

arrangements must be made for their safe transport for a
medical examination or for self-isolation
10.3 Employees who recover from COVID-19 may return to
work after a medical evaluation and subject to on-going
monitoring, in line with the instruction of the Department of
Health
11. Hand sanitisers
11.1 Hand sanitisers to be 70% alcohol content
12. PPE
12.1 Employer must keep up to date with recommendations
from agencies such as NICD, National Institute for
Occupational Health to prevent COVID-19 transmission in
the workplace and the provision of PPE
12.2 No person may be allowed onto your premises if they do
not wear a face mask or homemade items that covers
their nose and mouth
13. Before a meeting or event
13.1 Consider whether a face-to-face meeting or event is
needed. Could it be replaced by a teleconference or
online event?
13.2 Could the meeting or event be scaled down so that fewer
people attend?
13.3 Pre-order sufficient supplies and materials, including
tissues and hand sanitizer for all participants. Have masks
available to offer anyone who develops respiratory
symptoms.

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13.4 Develop and agree a response plan in case someone at
the meeting becomes ill with symptoms
Of COVID-19 (dry cough, fever, malaise). This plan
should include at least:
 Identify a room or area where someone who is
feeling unwell or has symptoms can be safely
isolated
 Have a plan for how they can be safely
transferred from there to a health facility.
 Know what to do if a meeting participant, staff
member or service provider tests positive for
COVID-19 during or just after the meeting
 Agree the plan in advance with your partner
healthcare provider or health department.
14. During the meeting or event
14.1  Encourage regular hand-washing or use of an
alcohol rub by all participants at the meeting or
event
 Encourage participants to cover their face with
the bend of their elbow or a tissue if they cough
or sneeze.
 Supply tissues and closed bins to dispose of
them in.
 Provide contact details or a health hotline
number that participants can call for advice or to
give information.
 Display dispensers of alcohol-based hand rub
prominently around the venue.
 Arrange seats so that participants are at least
1.5m apart.
15. After the meeting
15.1  Retain the names and contact details of all
participants for at least one month
 If someone at the meeting or event was isolated
as a suspected COVID-19 case, the organiser
should let all participants know this. They should
be advised to monitor themselves for symptoms
for 14 days and take their temperature twice a
day.

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16. Social Engineering and Phishing Risks (ICT)
16.1 Cyber criminals are using COVID-19-themed email
phishing, SMS messages, malicious web sites and
applications that often masquerade as trusted parties and
may compromise the organization. To create
the sense of trust, criminals may impersonate a sender’s
information in an email to make it appear to come from a
trustworthy source like the WHO, etc.

 Continue to educate and communicate to

employees about these new risks. Make sure
employees are aware of new scams and how to
report issues they identify to security teams.
17. Working at Home Risks (ICT)
17.1 Validate that protection software is deployed to devices,
up-to date and reporting issues to the security teams.
Continue to be vigilant about good corporate hygiene by
deploying patches and update applications
18. Emergency procurement procedures
18.1 Emergency procurement is subject the PFMA and
Treasury Guidelines/Practice Notes and must be adhered
to
19. Transport

19.1 Each division should arrange for the frequent cleaning of

the Departmental vehicles with the transport division

19.2 During the searching of the vehicle, security officials

should avoid contact with vehicles and ask the driver to
open the boot.

The information provided in this document represents the actual situation on the ground and to the best of my knowledge, is true and correct in all respect.

NAME: SIGNATURE

CHAIRPERSON: COVID 19/NATIONAL HEALTH AND OCCUPATION COMMITTEE

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PROVINCIAL HEAD: SIGNATURE

NAME OF PROVINCE/CLUSTER/CONSTRUCTION………………………………………………………………….

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