COVID-19 Resources for Businesses, Organizations and Facilities

Last updated: January 5, 2022

Visit www.ontario.ca/exposed if you have symptoms of COVID-19, have tested positive, or you are a high risk contact.

Effective January 5, 2022, Ontario will temporarily move to a modified Step 2 of the Roadmap to Reopen. A summary of current restrictions is available at covid-19.ontario.ca/public-health-measures.

The Roadmap to Reopen is a three-step plan to safely and cautiously reopen the province and gradually lift public health measures.

HPEPH will continue to update hpePublicHealth.ca to include information for local businesses and residents. Local business owners/operators who are unable to find answers to their questions on our web page are invited to complete our online inquiry form.

Proof of Vaccination

Effective 12:01 a.m. on September 22, 2021, Ontario will require patrons to provide proof of identification* and of being fully vaccinated against COVID-19 to access certain businesses and settings.

The Proof of Vaccination Guidance for Businesses and Organizations under the Reopening Ontario Act provides information for businesses and organizations implementing this requirement.

Please refer to the regulations for more information.

Proof of Vaccination Q&A for Businesses and Organizations (V3) – Ministry of Health – October 15, 2021
Proof of Vaccination Poster – Ministry of Health – September 2021
Ontario Human Rights Commission Statement on Proof of Vaccine – OHRC – September 22, 2021

*Youth age 12-17 may provide a copy of their proof of identification in place of the original alongside their proof of vaccination to access these businesses and settings.

HPEPH has issued a Letter of Instruction that requires all owners, operators, and individuals responsible for indoor facilities that host organized sports in Hastings and Prince Edward counties to confirm proof of COVID-19 vaccination for all coaches, officials and volunteers aged 12 and older associated with indoor organized sports beginning on October 5, 2021.

Proof of Vaccination Exemptions

There are limited exemptions to provincial proof of vaccination requirements.

Reminder about Valid Proof of Vaccination Exemptions – HPEPH – December 2021
List of Authorized COVID-19 Drug and Vaccine Clinical Trials – Health Canada – November 2021

Workplace Vaccination Policies

The province has mandated vaccination policies in certain high risk settings. These policies are strongly recommended, but not currently a requirement for local businesses and retailers outside of these high-risk settings. Vaccination policies can help keep workplaces as safe as possible – and benefit employees, employers, and the greater community.
To support the development of a Vaccination Policy for your workplace, please access:

Rapid Antigen Tests

For information about Ontario’s Rapid Antigen Testing program, visit ontario.ca. Organizations using Rapid Antigen Tests should report to their use to HPEPH by filling out this form:

Let HPEPH know your organization is using Rapid Antigen Testing

If an Employee Tests Positive for COVID-19

Conducting a Risk Assessment

If an employee tests positive for COVID-19, please conduct a Risk Assessment on each employee that the case worked with, attended meetings with and/or had lunch/break AND any patron that the case interacted with or provided service to during their contagious period. Their contagious period is considered to be 48 hours before symptoms developed (or the individual tests positive) and for 10 days after symptoms start.

To assess each individual’s risk please use the following criteria – employees or patrons that meet this criteria are high risk:

Any face-to-face contact with the case, while both the case and contact were wearing only a mask, and within 2 metres for a cumulative duration of at least 15 minutes or longer.
Any face-to-face contact with the case, while one or both were not wearing a mask and within 2 meters for any length of time.
Received any direct care/service from, or interaction with the case without appropriate and consistent use of PPE (medical mask and eye protection) for any length of time.
Any direct physical contact with the case, regardless of PPE being worn for any length of time.
Full PPE being worn, and 2 meters distance kept, but prolonged exposure to the case (>15 minutes) in small, poorly ventilated area. (ex. Vehicle, small conference room or office)

Notifying High-Risk Contacts

Please provide this Notification of High Risk Exposure to all identified High Risk Contacts to advise them of their next steps: hpepublichealth.ca/notification-of-high-risk-exposure-to-covid-19/

Please note, this information is for workplaces that are not currently identified as high-risk settings. Exposures that occur in high-risk settings have unique notification and isolation requirements. High-risk settings include hospitals and health care settings (complex continuing care facilities and acute care facilities), congregate living settings (long-term care, retirement homes, group homes, shelters, hospices, post-secondary dormitories, temporary foreign worker setting, correctional institutions), schools, child care centres, and camps.

Additional Public Health Advice, Recommendations and Instructions

Businesses or organizations must operate in compliance with the advice, recommendations, and instructions of public health officials, including any advice, recommendations or instructions on physical distancing, cleaning or disinfecting, and working remotely.

Regulation Reminder for Workplaces from the Acting Medical Officer of Health – HPEPH – Updated December 7, 2021
FAQ for Businesses – HPEPH – December 2021

Physical Distancing and Line Management

Businesses or places must not permit patrons to line up inside the businesses or place, or to line up or congregate outside of the business or place unless they are maintaining a physical distance of at least two metres from other groups of persons and wearing a mask or face covering that covers their mouth, nose and chin unless they are entitled to an exception set out in the regulation.

Screening

Businesses or organizations must operate in compliance with the advice, recommendations instructions issued by the Office of the Chief Medical Officer of Health on screening individuals. Workplaces must screen any workers or essential visitors entering the work environment.

Staff Screening – Updated December 28, 2021
Patrons – Updated December 28, 2021
Employee/Visitor/Patron Screening Poster – HPEPH – Updated September 7

Personal Protective Equipment including Eye Protection

Personal protective equipment that provides protection of the eyes, nose, and mouth, is required if a worker is required to come within 2 metres of another person who is not wearing a face covering and not separated by plexiglass or some other impermeable barrier.

All businesses or facilities must limit capacity so that every member of the public is able to maintain two metres of physical distancing from every other person.

Cleaning and Disinfection

Businesses or places that are open shall ensure that equipment, washrooms, locker rooms, change rooms, showers that are accessible to the public are cleaned and disinfected as frequently
as is necessary to maintain a sanitary condition.

Face Coverings

Businesses or organizations must ensure that masks or face coverings are worn by any person (including members of the public and workers) in the indoor area of the business or organization, with limited exceptions.

Safety Plans

Requirement for all businesses open to prepare and make available a COVID-19 safety plan. A copy of the plan shall be made available to any person for review upon request, and be posted where it would come to the attention of individuals working in or attending the business.

If you need additional assistance, click here to complete our online workplace inquiry form.

Guidance Documents

Signage and Posters

Employee/Visitor/Patron Screening Poster – HPEPH – Jan 7, 2022
Mandatory Mask Sign with Exemptions – HPEPH
Proof of Vaccination Poster – Ministry of Health – September 2021
Wash Your Hands – Public Health Agency of Canada
Physical Distancing Poster – Ministry of Health
What You Need to Stay Healthy – Ministry of Health
How to Wear a Mask Safely – HPEPH
Break Poster – Ministry of Labour
Lunch Poster – Ministry of Labour
Keep It To Yourself Poster – Ministry of Labour

If you have further questions about what is open or the impacts on your business or employment, call the Province’s Stop the Spread Business Information Line at 1-888-444-3659, or visit Reopening Ontario web page. Your role as an employer is to help manage the spread of COVID-19 in our community and is critical to reduce the spread of transmission.

Key Steps for Workplaces

Follow the Government of Ontario COVID-19 Guidance Documents for essential workplaces, as well as sector-specific guidance for safe re-opening and operations, and any additional restrictions as per the local region’s current level.
Direct all staff to self-monitor daily for signs of COVID-19 such as fever, cough, or difficulty breathing before attending the workplace.
Direct employees to stay home if they are ill.
Direct them to use the Ontario self-assessment tool if they have symptoms and/or believe they may have been exposed and follow the direction provided in the assessment tool.
- Individuals with at least one symptom of COVID-19 and/or believe they may have been exposed to COVID-19, please contact a local assessment centre directly to book an appointment for testing and self isolate.
Require frequent hand washing, use of alcohol-based hand sanitizer (where possible), physical distancing, and cough etiquette among all staff to prevent the spread of infection.
Consider and acknowledge the mental health needs of employees in organizational planning and operations.
- Check out resources about how to support your employees’ mental health during the pandemic, National Standard for Workplace Psychological Health and Safety, and COVID-19 specific resources from the Mental Health Commission of Canada.
Increase the frequency of routine cleaning and disinfecting as a best-practice to prevent the spread of COVID-19.
Workers who have been required to self-isolate will contact their employer when advised that they can return to work.

Resources

Business Supports and Training

HPEPH has developed a policy template that can be modified for use by businesses – COVID-19 Vaccination Policy Template.
- Share the Understanding COVID-19 Vaccines document with your employees to help address common questions and concerns about COVID-19 vaccines. For more COVID-19 vaccine safety resources, visit the COVID-19 Vaccine Safety page.
HPEPH, in partnership with Hastings County’s Economic and Tourism Development Office, hosted a webinar on June 1, 2020 to provide an overview of provincial guidelines available to help local businesses re-open following COVID-19 closures.
- COVID-19 Information for Local Businesses – Webinar Recording
- COVID-19 Information for Local Businesses – Slide Deck

Resources for Quinte Region Businesses During COVID-19 Pandemic – Quinte Economic Development Commission offers information on a wide range of business wage subsidies, financial assistance and human resource programs, as well as education and training opportunities and other resources

Pandemic Recovery: Return to Business Checklist – Workplace Safety and Prevention Services has developed this high-level tool to assist your re-opening plans

Cleaning and Disinfecting

Hard surface disinfectants and hand sanitizers – Health Canada has compiled information on effective hard surfaces disinfectants and hand sanitizers available in Canada

Ergonomics for Working from Home

Workplace Safety and Prevention Services has ergonomic safety resources for Temporary Home Offices:

Psychological Health and Safety During COVID-19

Managing Through COVID-19: How to Support Your Employees’ Mental Health – Ottawa Public Health offers guidance on protecting the psychological health and safety of employees during the pandemic, using the 13 factors from the National Standard for Workplace Psychological Health and Safety
COVID-19 Crisis Response Training Resources – Mental Health Commission of Canada provides links to virtual crisis response training for essential workplaces, self-care and reliance guides for workers, infographics and other mental health resources
Videos to Support Workplace Mental Health During COVID-19 – Workplace Strategies for Mental Health offers this series of short videos with recommendations on supporting mental health for employers and employees

As the pandemic continues to evolve, HPEPH is working closely with the Public Health Agency of Canada, Public Health Ontario, the Ministry of Health and our community partners to monitor and respond to this situation.

Creating Healthy Workplaces

According to the World Health Organization, a healthy workplace is one in which workers and managers collaborate to continually improve the ways the workplace protects and promotes the health, safety and well-being of all workers and the sustainability of the workplace.

Healthy workplaces provide an environment that is supportive of employees’ mental and physical health, making the healthy choice the easy choice.

Why Create a Healthy Workplace?

Today’s business environment requires organizations to leverage every possible advantage to in order to thrive, be competitive and be sustainable. Research has shown that organizations with an engaged, healthy workforce are more effective, more productive, and enjoy a better reputation. Such organizations also tend to have reduced absenteeism, fewer health-related expenses, and lower staff turnover.

How Can I Support a Healthy Workplace?

Researchers have shown that, to effectively address health in the workplace, employers need to use a comprehensive approach, acting on a variety of factors. The Ontario Workplace Health Coalition (OWHC) Healthy Workplace Model has four essential elements that work together to create a healthy workplace. It can be used by workplaces of all sizes.

How Can Public Health Help?

HPEPH can provide information, resources, and support to encourage the creation of a healthy workplace. Have a look at our lending programs, resources available below, email healthycommunities@hpeph.ca or call 613-966-5500 and follow the prompts to reach reception.

Resources to Support a Healthy Workplace

Healthy Eating at Work

The workplace often involves food and meal times. Our Healthy Workplace Nutrition Environment Toolkit and Hosting Healthy Meetings and Events brochure can provide some ideas to encourage healthy eating at work.

Shift Work

Shift work is common in workplaces. It can affect employee health, as well as safety on the job. Organizational app r oaches can reduce the negative effects of shift work.

Stress and Mental Health

One in five Canadians live with a mental illness. There are many re s ources available to support employees living with a mental illness and their employers.

Stress Strategies is a problem-solving approach to addressing stress management. You may wish to share this information about stress-friendly lifestyles with your employees.