Kiwi Can Do Health and Safety Plan
This document sets out the key principles and minimum public health requirements that define safe operations for all Kiwi Can Do facilities operating under Alert Level 2.
The primary function of this guidance is installing protective practices and procedures to protect our contractors, employees, trainees and the community from the effects of a uncontrolled outbreak of Covid-19.
The current guidance from the Government (Ministries of Health, Education and Transport) states that education, identified as schools, early learning services, tertiary education, adult education facilities and educational residences, are considered to be safe and protected environments for learners and staff. There are also additional public health control measures we will put in place to prevent the spread of disease and to allow fast and precise contact tracing to support the Ministry of Health (MoH).
According to information recently distributed by the “Unite Against Covid-19” NZ Government response, Alert Level 2 means there is lower public health risk from COVID-19 compared to Alert Levels 3 and 4. It is important to note that under Alert Level 2, New Zealand is prepared for the fact that there are still likely to be new cases reported. But these new cases will be the result of household transmission, returning New Zealanders in mandatory quarantine or associated with known cluster outbreaks that are contained. It is important that Kiwi Can Do builds its policies and procedures acknowledging that the disease, although contained, remains in New Zealand. Kiwi Can Do will remain vigilant and we ask all contractors, employees and trainees to take appropriate steps to avoid transmission.
Regional travel has been opened up and people are now able to leave their homes and regions but are asked to do so in a conscientious way. There is further opening up of activity during Alert Level 2 happening on 11:59pm on Friday 29 May 2020.
This additional opening up relates to regional travel, mass gatherings increasing to 100, religious gatherings being allowed to restart, sport and recreational activity resuming, retail and hospitality starting a controlled reopening and increased personal movement being encouraged. Regional public travel is being encouraged for tourism and hospitality purposes, but also to enable businesses to start operating and protecting as many jobs as possible. Public health and border measures remain largely unchanged (little to zero impact on Kiwi Can Do).
Kiwi Can Do, operating both as a residential and non-residential based training space, has obligations under the Health and Safety at Work Act 2015 to ensure the health and safety of its trainees, workforce and the public. This guidance will put in place practices and procedures that sit alongside these obligations and no way replace or diminish them.
Alert Level 2
Based on the current information available, Level 2 has some basic principles that form the basis for how business and personal activity should be conducted:
- to minimise the risk that someone gets infected in the first place
- to ensure MoH can identify and contact everyone who has been in close contact with someone associated with Kiwi Can Do who is infected,
Education/education hostels will be able to open under Alert Level 2, however they must meet a number of public health requirements to ensure that risk to those residing and the staff is minimised.
It is important to note, it is considered safe for all trainees and workforce to return to our training hubs in Alert level 2. Educational facilities (including residential hostels) are considered safe because hygiene habits will be strong and because Kiwi Can Do will put in place sensible practices and procedures that ensure we remain safe.
Health and Safety at Work Act requirements
To meet our requirements under the Health and Safety Act 2015 during Alert Level 2, Kiwi Can Do must manage risks and protect staff, contractors and our trainees. How we will do this is detailed in a COVID-19 safety plan below.
The expectation of the whole of Government, our community and employment regulators is that Kiwi Can Do facilities will meet the highest possible standards. At Kiwi Can Do, all management and individual staff will collectively manage the adherence to the safety measures and expectations. It is expected that all involved (staff and trainees) ensure they are looking out for the health and safety of everybody, while associated with Kiwi Can Do.
According to recent communication from WorkSafe, workplaces are obliged to eliminate transmission risks where possible and where not, to substitute work practices or provide as high a level of control as possible. A simple example of practical alternatives is:
Rather than washing your hands every time you touch a door handle, propping or wedging a door open, avoiding the need to regularly touch the handles.
Kiwi Can Do is committed to not only maintain, but to evolve or create new, practices that continually meet or exceed the public health requirements as they are updated.
The implementation and encouragement of infectious disease controls remains vital for the health and safety of our trainees and workforce. It is important that all Kiwi Can Do team members are encouraged to proactively think about how to work differently to minimise the risk of disease transmission. With the move to Level 2, now is a good time to revisit the approaches Kiwi Can Do already has in place.
The key Infection controls for Kiwi Can Do
- Ensuring anyone with COVID-19 symptoms or who are sick, stay away from Kiwi Can Do facilities. They should call their GP or HealthLine to get confirmation around being required to be tested. They should not return to course/work until they been clear of any symptoms for at least 48 hours.
- Maintaining physical distancing in controlled education spaces means maintaining a physical distance so that staff, contractors and trainees are not breathing on or touching each other.
- Enable and promote good hygiene practices.
- Keep track of anyone who enter our sites.
It is important that if you have direct reports, you discuss the previously advised approaches to working safely at Alert Level 2 with your team.
WorkSafe recommends that any employee with direct reports, meet weekly to discuss and review controls being use at this level. This means your staff will understand the steps we have taken to facilitate working safely and what they need to do to help.
COVID-19 Safety Plan
To ensure we are minimising the risk of COVID-19 transmission appropriately, Kiwi Can Do has developed the following plan to ensure we are adequately prepared to operate safely.
What will Kiwi Can Do to manage the risks of restarting our operations at Alert Level 2?
High risk people:
Trainees at higher-risk of severe illness from COVID-19 (e.g. those with underlying medical conditions, especially if not well-controlled) will be encouraged to remain away from Kiwi Can Do until there are no active cases of Covid-19 in New Zealand. Staff at higher-risk of severe illness from COVID-19 are able to work on-site if they can do so in a safe way.
Staff and Kiwi Can Do Management will discuss and agree on the appropriate additional control measures that can be put in place, whether these workers can work from home, or if not, what leave and pay arrangements will apply.
Kiwi Can Do will be required to keep accurate and up-to-date records of all trainees, staff and guests who enter our site for any purpose. Contact tracing registers will identify which residents are in which dorm room and record when and who they have contact with.
If there is a case that has a link to Kiwi Can Do, we must be able to supply contract tracing information to the Ministry of Health immediately, without any delay.
The following information must be recorded:
- Contact phone number
- Reason for visit
- Wellness check
These signup sheets must be scanned and saved to the one drive daily.
Potential connection to a positive test:
Kiwi Can Do will have stringent self-isolation of those who display any symptoms of COVID-19 on course. We will also facilitate the isolation of those who test positive for COVID-19, have been in close contact with someone who tests positive for COVID-19, or as required by the MoH if they are on course.
At education sites and associated residential facilities, physical distancing is not required as it is a managed environment. Kiwi Can Do will always know the people in our programme and who is staying in the residential facilities. Kiwi Can Do will also have other controls in place to limit spread and undertake immediate and reliable contact tracing.
Workplaces, educational facilities, and school transportation are not considered mass gatherings. This means there are no restrictions on numbers of people indoors or outside in our facilities other than what other public health or health and safety measures require.
There is no bubble concept at Level 2, so there are no restrictions on groups of trainees mixing with others in the residential facility. Staff are not restricted to one group and can move freely between groups of trainees.
At Alert Level 2 people are advised to travel safely. There are no restrictions on travelling to Kiwi Can Do for drop offs and pick-ups. Nor is there any requirement for trainees to limit their movement/travel on the weekends at home.
What can be implemented immediately to keep staff, trainees, and other people coming on-site safe from potential exposure to COVID-19?
The following actions must be enforced immediately at all Kiwi Can Do sites:
- Hand sanitiser must be available in all work sites, dorm rooms, offices, vans and KCD vehicles. This should be applied when you enter and leave a premises/vehicle. Hand sanitiser should not replace hand washing where available. Washing your hands with soap and water for 20 seconds is much more effective at killing viruses then hand sanitisers. Ensure your hands are thoroughly dried after washing and always wash your hands before eating/drinking or touching your face.
- Hand washing stations must be cleaned and fully stocked multiple times a day.
- All high-use surfaces such as door handles, light switches and toilet facilities must be sanitised numerous times a day. This can be done with sanitising wipes and or sanitising sprays.
- All trainee tables and chairs must be sanitised at the conclusion of training each day.
- All tools, equipment and surfaces used by trainees/contractors must be sanitised after every use.
- Workstations must be sanitised every day at the conclusion of your day – irrespective of whether anyone else uses your station or not.
- Trainee living areas must be sanitised daily (toilets, showers, doors etc). Where trainees must share facilities between rooms (Naenae), showers must be sanitised in between usage by the use of either disinfectant wipes or spray disinfectant.
- Trainees must be encouraged to wash their hands before eating and every time they have moved from room to room (since these facilities are available at both sites and more effective than hand sanitiser).
- Vans must be thoroughly sanitised after every use.
- PPE must be worn (gloves and masks) when conducting drug testing, cleaning facilities, entering trainees’ boarding rooms or assisting anyone who has presented with symptoms while on a Kiwi Can Do site.
How will you ensure all staff are able to keep themselves safe from exposure to COVID-19?
Kiwi Can Do will follow recommendations by the Ministry of Health around social distancing where possible and practical. All staff and contractors should, where possible, exercise a physical distance of 1 metre from other staff and trainees whilst onsite at Kiwi Can Do sites.
Where this social distance is not possible, strict hygiene practices should be followed by all staff concerned, including, but not limited to:
- Application of hand sanitiser.
- Hand washing regularly
- Sneezing and coughing into your elbow.
- Sanitising of surfaces and high-use areas frequently.
- No sharing of utensils, serve ware, stationery or computer equipment
Kiwi Can Do will provide PPE gear and support any reasonable request to assist in taking extra precautions for any staff member that feels they are high risk.
How will you gather information on your staff’s wellness to ensure they are safe and well to work?
Kiwi Can Do must enforce a strict wellness requirement for all staff, contractors, and trainees. Any person with “any” symptom that relates to a cold or flu-like illness MUST not enter any of our sites.
These symptoms include (but not limited to); fever, runny nose, loss of taste/smell, shakes/chills, shortness of breath, aches, sore throat and any respiratory, flu, cold-related symptoms. The New Zealand Government is requesting any one with these symptoms to contact their GP or Healthline to organise a COVID-19 test immediately if it is required.
New Zealand is now in a position to test anyone with the above-mentioned symptoms to rule out possible COVID-19 cases. All staff and trainees should be encouraged to contact HealthLine to confirm if a test is required. Employers are being encouraged to only allow staff or trainees to return to our site once they have been non-symptomatic for at least 48 hours (even if they have returned a negative test).
How will Kiwi Can Do manage an exposure or suspected exposure to COVID-19?
Education/training facilities connected to a confirmed or probable case of COVID-19 must close on an individual or group basis for 72 hours to allow contact tracing and cleaning.
The connected Kiwi Can Do site/s could potentially be closed for a further 14 days. Kiwi Can Do will work with regional public health units to manage this and the direction to close will come from the Medical Officer of Health. This may require residential trainees to have to stay in the lodge or be sent home for the duration of the site closure.
Kiwi Can Do will facilitate the immediate and stringent self-isolation of those who display relevant symptoms of COVID-19, test positive for COVID-19, have been in close contact with someone who tests positive for COVID-19. Kiwi Can Do will also follow all advice and direction from the Medical Officer of Health and the regional public health units.
How will Kiwi Can Do monitor our processes and ensure our risk controls are effective?
Given the risks that are associated with not following the public health requirements, Kiwi Can Do will call on our disciplinary policies if there are continued or repetitive breaches by staff. Kiwi Can Do will adopt a harder line for infractions that put others’ health at risk as per our Serious Misconduct definitions. Kiwi Can Do will firstly operate an education campaign for staff and trainees, highlighting the difference between a simple mistake in forgetting protocols or requirements as opposed to someone being less interested in following the rules that have been set.
Trainees will be made aware of the heightened rules before arriving on a Kiwi Can Do site and will be removed from the site (and withdrawn from our course) if their actions or attitude are deemed as careless and putting others at risk.
Kiwi Can Do management will meet weekly to discuss this plan in detail and give feedback and discuss potential risk factors that have not been addressed by this plan.
Residential Specific Guidance and Procedures
In addition to your usual practices when managing our health and safety, there are some specific public health requirements for Alert Level 2 that must be adhered to specifically for our residential facilities:
- If you are sick stay at home: If anyone appears sick whilst being transported to, or on course, isolate the trainee or staff member and seek medical advice through Healthline or your GP and get tested if they have flu-like symptoms.
- Trainees and staff should be far enough away from each other so that they are not breathing on or touching each other, coupled with good hygiene practices and regular cleaning of commonly touched surfaces. There does not need to be a specific measurement but where practicable 1 metre should be used as a guide, particularly between adults.
- Hand sanitiser in common spaces. Soap, water and the ability to dry hands must be provided in bathrooms.
- Where practicable ensure that trainees and staff regularly wash and dry hands, cough and sneeze into their elbow, and try to avoid touching their faces.
- Physical activities and break time activities (pool/table tennis) can be permitted for residential trainees after hours, but good hygiene practice should be observed after playing with equipment such as pool cues.
- Disinfect and clean all surfaces daily.
- Contact tracing registers must be set up and identify which trainees and staff are on site at what times and who has been in contact with each other.
- Consider whether trainees should be allowed off the premises in free time (leave passes etc). Exposure to places outside our sites heightens the risk of bringing the virus into our controlled environment.
If a student is ill
A hostel/residential operator must take all reasonable steps to separate any residents who are ill from other residents. Kiwi Can Do will contact their regional public health authority and seek advice on if there is a requirement to get testing done.
Separating residential trainees who are unwell or at risk of becoming unwell
Kiwi Can Do will be prepared with an area and facilities so a site can temporarily separate trainees/staff if we need to. Any areas used for separation will still have access to hygiene facilities such as showers and bathrooms.
Kiwi Can Do will make provisions for trainees or staff who are self-isolating on our site, and are separated from others including with meals, laundry and social connection, since they will not be able to join the common areas.
Kiwi Can Do, where possible, will have one dorm room that will solely be used to temporarily distance people who may be considered a close contact of someone who has become ill.
Safety requirements for staff if someone is isolating on our site:
- If you can, ensure more than 2-metres distance from people with potential COVID-19 symptoms and any surfaces or items they may touch – facemasks and gloves are not recommended.
- If the nature of your job means you may touch surfaces or items also touched by people with potential COVID-19 symptoms/connection, you may consider wearing gloves, however, facemasks are still not recommended.
- If you cannot maintain more than 2-metres contact distance from people with potential COVID-19 symptoms/connection, facemasks and gloves are recommended if this contact is has to occur (emergency situations).
- In all situations, regular handwashing should continue.
Residential trainee or staff member confirmed/probable case of COVID-19
Kiwi Can Do will work with the Medical Officer of Health to manage the response which will include supporting health authorities to identify any close contacts. This will depend on when the person was infectious, and who the person was in close contact with.
For contact tracing purposes, the Ministry of Health describes close contacts as any person with the following exposure to a suspect, confirmed or probable case during the case’s infectious period, without appropriate personal protective equipment (PPE):
- living in the same household or household-like setting (e.g. shared section in a hostel) with a case
- face-to-face contact in any setting within 2 metres of a case for 15 minutes or more
- having been in a closed environment (e.g. a classroom, hospital waiting room, or conveyance other than aircraft) within 2 metres of a case for 15 minutes or more
Kiwi Can Do will ensure our contact register will be accurate to support that process. Close contacts will be required to self-isolate immediately and will need to be monitored for symptoms.
Healthline will be used to support trainees or staff who might be experiencing symptoms or who have been asked to self-isolate on our site.
Guidance: Cleaning rooms/facilities following a suspected, probable or confirmed case of COVID-19
Good hand hygiene is essential to minimise transmission of infectious droplets.
Always wear disposable gloves when cleaning. When finished, place used gloves in a rubbish bin. Wash your hands immediately after handling these items.
Wash your hands thoroughly with soap and water for at least 20 seconds, making sure you dry them thoroughly. You can also use hand sanitiser (containing at least 60 percent alcohol) if soap and water are not available and if your hands are not visibly dirty. If using hand sanitiser, cover all surfaces of your hands and rub them together until they feel dry.
When cleaning thoroughly and efficiently it is good to remember two general principles.
Top to bottom: start cleaning surfaces higher up and work your way to the floor. This method ensures that any particulates or debris fall to the floor which will be cleaned last.
Clean to dirty: start by cleaning surfaces and objects that are cleaner and work your way to cleaning dirtier items (e.g. toilets). Avoid going from an area that has not been cleaned to an area that has been cleaned. This avoids dirtying the cleaned area and will ensure you aren’t cross-contaminating items or surfaces
Prior to cleaning
Personal protective equipment (PPE): wear a disposable facemask, gown and gloves when cleaning. If the cleaning product manufacturer recommends eye protection, wear a face shield or goggles.
Order for putting on PPE:
- hand hygiene
- protective eyewear
- gloves (these can include heavy duty household gloves).
Any hospital grade detergent/disinfectant products are suitable for cleaning following a suspected, probable or confirmed case of COVID-19. Read label of cleaning products and follow recommendations provided on product labels. Labels contain instructions for safe and effective use of the cleaning product, including precautions you should take when applying it. Specific PPE and dwell time (how long the cleaning product should remain wet on the surface before drying) should be included in product instructions.
Recommended cleaning product should be a 2-in-1 product (containing both cleaning and disinfectant properties) to increase efficiency.
Keep the windows open for ventilation if possible.
- Remove all linen (bedding, towels, cushion covers and other fabrics) for washing and put in plastic bag (or non-porous container with lid) for transport to laundry room. Use a washing machine and detergent to wash thoroughly with the warmest temperature recommended on the item’s label.
- Remove all table-top appliances, crockery and cutlery and place in non-porous, covered container for transport to dishwasher/kitchen. Clean all table-top appliances (e.g. kettle) according to instructions. Clean all household items, such as dishes, cups, eating utensils thoroughly, preferably in a commercial dishwasher.
- Clean inside and outside of all built-in appliances (eg, refrigerator, oven)
- Clean all ‘high-touch’ surfaces, such as counters, cupboards, table tops, doorknobs, light switches and window blinds.
- Spot-clean any marks on soft furnishings.
- Clean bathroom fixtures, showers and toilets with a separate set of cleaning equipment (disposable cleaning cloths, etc) using disinfectant or bleach solution. Toilets should be last item in bathroom to clean.
- Remove gloves, wash hands with soap and water and dry thoroughly with clean towel or paper towel.
- Put on clean gloves.
- Vacuum the carpet. Steam cleaning of carpets and rugs is not required.
- For hard floor surfaces, clean the floor with the prepared disinfectant or bleach solution, starting from one end of the premises to another (from the far side of the room working your way to the exit/door).
- At the end of cleaning, remove all used gowns, facemasks, gloves and other contaminated items in a lined container before disposing of them with other household/general waste. Wash your hands immediately after handling these items.
Order for removing PPE:
- hand hygiene
- hand hygiene
- protective eyewear (if separate from mask)
- hand hygiene
- hand hygiene.
Managing in an emergency
Fire alarms and other emergencies may require trainees and staff to either evacuate your buildings or move everyone inside. The priority in these situations is keeping trainees and staff safe from the threat arising through the emergency event – fire, flood, earthquake etc.
Encouraging good cough/sneeze etiquette and no touching of hands to faces can be reinforced once safely evacuated or safely inside.
Get connected and keep trainees informed
Kiwi Can Do will be working closely with MSD and other partners and will have direct contacts with our local public health authorities, so that if necessary, Kiwi Can Do can discuss the situation and context if any issues arise.
It is important that staff, contractors, and trainees are all aware of the plan Kiwi Can Do has in place for our residential trainees, and how we are working to keep them and our staff safe.
Regular communications on what and how Kiwi Can Do is working to keep them safe will be given to trainees and staff to ensure they are aware and mitigate any high-risk situation.