Doc. No.

SOP/APS/HRA/01A
Procedure to contain spread of Rev. No. 0
COVID-19 in workplace settings
Date: 27.07.2021

Internal Use

1.0 Application & Scope

This procedure is applicable to all the employees to contain spread of COVID-19 in workplace settings
of the Providence Overseas, This Procedure outlines the preventive and response measures to be
observed to contain the spread of COVID-19 in workplace settings. The HR and Admin in charge along
with all process in charge are responsible for implementation of the Procedure.

2.0 Purpose

The purpose of this procedure is to define the HRA guidelines prior, during office work and client
premises or any project site

3.0 Introduction

Offices and other workplaces are relatively close setting, with shared spaces like (corridors, elevators
& stairs, parking places, cafeteria, meeting rooms and conference halls etc.) and thus COVID-19
infection can spread relatively fast among employees, staffs and visitors. Thus, there is a need to
prevent importation of infection in workplace settings and to respond in a timely and effective
manner in case suspect case of COVID-19 is detected in these settings, so as to limit the spread of
infection

4.0 Basic Preventive Measures

The basic preventive measures include simple public health measures that are to be followed to
reduce the risk of infection with COVID-19. These measures need to be observed by all (employees
and visitors) at all times. These include:

1. Physical distancing of at least one meter to be followed at all times.

2. Use of face covers/masks to be mandatory.
3. Practice frequent hand washing (for at least 40-60 seconds) even when hands are not visibly
dirty and use of alcohol-based hand sanitizers (for at least 20 seconds).
4. Respiratory etiquettes to be strictly followed. This involves strict practice of covering one’s
mouth and nose while coughing/sneezing with a tissue/handkerchief/flexed elbow and
disposing off used tissues properly.
5. Self-monitoring of health by all and reporting any illness at the earliest

Prepared By: Approved By: Date of Issue:

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 Doc. No. SOP/APS/HRA/01A
Procedure to contain spread of Rev. No. 0
COVID-19 in workplace settings
Date: 27.07.2021

5.0 Preventive Measures for Office / Site:

The HRA in charge & Officer will ensure that Guidelines with respect to preventive measures specific
to offices that has been/will be issued by Minister of Heath India is being followed. Any staff
reportedly suffering from flu-like illness should not attend office and seek medical advice from local
health authorities. Such persons, if diagnosed as a suspect/confirmed case of COVID-19 should
immediately inform the office authorities. Any staff requesting home quarantine based on the
containment zone activities in their residential areas should be permitted to work from home. MOH
guidelines with respect to organizing meetings, coordinating visitors shall be scrupulously followed.

All the process are advised to take all necessary measures such as: - (If required)

 Install thermal scanners at the entry of buildings and Sites as feasible. Mandatory placing of
hand sanitizers at the entry of buildings/Sites. Those found having flu-like symptoms may be
advised to take proper treatment/quarantine etc.
 Discourage, to the maximum extent, entry of visitors in the office/ Sites. Routine issue of
visitors/temporary passes should be suspended with immediate effect. Only those visitors
whom have proper permission of the Deputy Director or above who they want to meet should
be allowed after being properly screened.
 Meetings, as far as feasible, should be done through video conferencing. To minimize or
reschedule meetings involving large number of people unless necessary.
 Avoid non-essential official travel.
 Undertake essential correspondence on official email and avoid sending files and documents
to other offices, to the extent possible.
 Facilitate delivery and receipt of Courier at the entry point itself of the office building, as far as
practicable.
 Ensure proper cleaning and frequent sanitization of the workplace, particularly of the
frequently touched surfaces.
 Ensure regular supply of hand sanitizers, soap and running water in the washrooms.
 The leave sanctioning authorities are advised to sanction leave whenever any request is made
for self-quarantine as a precautionary measure.
 Advise all employees who are at higher risk i.e., older employees, pregnant employees and
employees who have underlying medical conditions, to take extra precautions. The
Departments may take care not to expose such employees to any front-line work requiring
direct contact with the public.

Prepared By: Approved By: Date of Issue:

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 Doc. No. SOP/APS/HRA/01A
Procedure to contain spread of Rev. No. 0
COVID-19 in workplace settings
Date: 27.07.2021

6.0 Do’s and Don’ts For all Employees

1) Do’s

 To maintain personal hygiene and physical distancing.

 To practice frequent hand washing. Wash hands with soap and water or use alcohol-
based hand rub. Wash hands even if they are visibly clean.
 To cover your nose and mouth with handkerchief/tissue while sneezing and coughing.
 To throw used tissues into closed bins immediately after use.
 To maintain a safe distance from persons during interaction, especially with those having
flu-like symptoms.
 To sneeze in the inner side of your elbow and not to cough into the palms of your hands.
 To take their temperature regularly and check for respiratory symptoms.
 To see a doctor if you feel unwell (fever, difficulty in breathing and coughing). While
visiting doctor, wear a mask/cloth to cover your mouth and nose.

2) Don’ts

 Shake hands.
 Have a close contact with anyone, if you’re experiencing cough and fever.
 Touch your eyes, nose and mouth.
 Sneeze or cough into palms of your hands.
 Spit in Public.
 Travel unnecessarily, particularly to any affected region.
 Participate in large gatherings, including sitting in groups at cafeteria.
 Visit gyms, clubs and crowded places etc.
 Spread rumors or panic.

Reference:
For update from World Health Organization: https://www.who.int/
For update from Government of India: http://www.mohfw.gov.in/

Responsibility: HRA In-Charge, HRA Executive Officer and All Employees

Prepared By: Approved By: Date of Issue:

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