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An HR Guide To The Workplace Corona Virus Response Plan
An HR Guide To The Workplace Corona Virus Response Plan
to the
Workplace Corona Virus Response Plan
RCS Consult
270 Tirupati Building
P O Box 6789, Kampala, Uganda
T: +256 782 700060 +256 752 611 523
E: office@rcsconsult.net
www.rcsconsult.net
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An HR guide to the workplace Corona Virus Response Plan
Workstation
1. Sanitizing the workstation. All employees shall be expected to sanitize their workstation
as many times as they can when at work to avoid any possible infection.
2. Open door culture. All offices should be left open at all times. This will reduce chances
of possible infection at the door knobs for individuals either accessing or exiting the
office.
3. Use of AC/Fan. This should be prohibited as these gadgets are likely to escalate the
spread of the infection.
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An HR guide to the workplace Corona Virus Response Plan
4. Use of talking boards. Boards in both offices and common areas should be used to
display the Corona Virus SOPs. This will remind both staff and visitors to constantly
comply to the required standards.
5. Use of gloves. For companies or individuals whose jobs require constant handling or
exchange of “risky materials” like money; they are encouraged to wear gloves at all
times.
6. Ergonomics – The workplace shall be organized or reorganized in such away to meet
the required social distancing of 4 meters.
Internal Meetings
Some individuals have to regularly travel either out of the country or within the country but to
distant hubs away from their usual workstation as part of their job. The following shall apply for
such individuals.
1. Quarantine. All individuals that travel out of the country shall be required to self
quarantine at their homes or at a designated government facility for 2 weeks before
resuming the normal office routines.
2. Work from home plan. All staff working from home for whatever reason – either
because they recently travelled or because they have any of the COVID 19 symptoms
(Flue, Fever, shortness of breath, or cough) shall have to fill in a work from home
workplan, stating specific deliverables that they will be working on throughout the
duration of their work from home period. They will be required to submit a report
upon returning to work.
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An HR guide to the workplace Corona Virus Response Plan
3. Non-essential travel. Essential travel is defined as travel for business. Outside business
travel is regarded as non essential and shall not be allowed.
4. Interaction with staff after international travel or travel to high risk areas. No employee
will be allowed to interact with staff either at the office or outside the office until the
mandatory 14 days of self quarantine are done. All staff will be notified of such travel by
the respective staff and the mandatory quarantine.
Compliance
1. Compliance Officer. For companies that already have a compliance officer, this will be
an added responsibility to ensure compliance to the corona virus SOPs. However, for
companies that do not have one, they are encouraged to appoint one to ensure that
there is compliance within the company.
2. Sharing of information. It will be the role of the Compliance Officer to regularly gather
current information on Corona Virus either from the Ministry of Health or from the
internet and share it with all staff in a language and manner understandable by everyone.
Scaling the response plan is good as it helps staff understand how to respond at the different
stages of the virus escalation.
Level Two: - If the virus hits XXX number of people - possibly in thousands
Level Three: - If the virus hits XXX people - possibly in tens of thousands
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An HR guide to the workplace Corona Virus Response Plan
1. Work from Home Work Plan – All employees that will be granted permission to work
from home will be required to prepare a “Work from Home Work Plan” and submit it
to the supervisor.
2. Flu, Cough and Temperature – Companies are advised to revise their sick leave policy
to provide for Flu, cough and Temperature as conditions that require sick leave.
3. To qualify to work from home, you need to have any or a combination of the following
conditions:
a. You are sick or feeling sick with any of the following symptoms:
Flu
Fever
Cough
Shortness of breath
b. Recently traveled abroad
c. Your immune system is compromised
d. If a member of your household is sick and you need to take care
e. You have had contact with a person diagnosed with COVID 19
f. If you find yourself in any of the situations above and your role does not allow
you to work from home, discuss leave options with your supervisor.
Stigma
1. It is highly likely that staff will discriminate an employee that shows conditions similar to
those brought by COVID 19. As such, HR and the Compliance Officer shall ensure that
all staff are sensitized about COVID 19, its causes, symptoms, and how to report
suspected cases. Nothing quells fear like information. When staff know more about
COVID 19 and how to protect themselves, they will be more confident and there will
be less stigma.
2. No staff shall be allowed to stigmatize another – whether its a suspected case or
verified.
3. HR or a designated staff shall be required to send inspirational messages, field calls of
encouragement so that, staff working from home or hospitalized feel cared for and part
of the bigger team. No staff should be left to feel isolated.
4. Access to professional Counsellors. Where possible, companies should put in place
arrangements for staff to access professional counsellors as a mechanism to reduce
worry, and fear among staff.
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An HR guide to the workplace Corona Virus Response Plan
Office Cleanliness
1. It is advisable to keep the office environment very clean at all times. This will promote
higher confidence among staff. They will know that the company is capable of protecting
them
2. Ensure that the responsible staff reads the specifications on all cleaners and ensure that
cleaners being used have the right specifications to kill the Corona Virus and other
bacteria.
3. Train the sanitary staff and other workers about how to keep the work place clean.
Technology
Invest in technology as much as possible especially knowing that its less likely that staff will
contract the virus through tech.
1. Staff returning to work should be notified of the new SOPs for COVID 19 at the
workplace. Formal orientation or re-orientation would be advised.
2. All staff should be provided with Corona Virus PPE.
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