Coronavirus resources for workplaces

Employers have an obligation to maintain a safe work environment for their workers. To help reduce the risk of COVID-19 transmission, a workplace vaccination policy is an important measure employers can implement, to protect their workers and the public. Vaccination against COVID-19 is one of the best ways to protect employees. The Delta variant of the coronavirus is more contagious, with greater risk for severe illness and hospitalization.

The workplace policy should adhere to the Occupational Health and Safety Act, the Ontario Human Rights Code and Privacy laws.

A vaccination policy and getting fully vaccinated against COVID-19 does not replace the need for following effective and proven COVID-19 public health measures. Local employers must apply all COVID-19 prevention measures for their sector outlined in provincial guidelines and Region of Waterloo Public Health guidance.

Key components of a workplace vaccination policy

• Identify scope and purpose of your COVID-19 vaccination policy including the risks of COVID-19
• Explain who the policy applies to – employees, contractors, volunteers, students, etc.
• Consider a policy that also applies to customers/patrons
• Indicate the policy may change as the pandemic evolves and/or legislation or public health advice changes.
• Specify a date when employees must demonstrate compliance with various elements of the workplace policy.
• Outline the potential consequences for employees who do not fulfill the requirements of the policy.
• Have a clear communication plan to inform employees about the policy.
• Identify key contact(s) at your organization to answer questions about the policy, accommodations, or for more information about how to comply with the policy.
• Indicate if employees are required to provide proof of vaccination.
• List alternative options for employees who decline to get vaccinated for reasons protected by Ontario’s Human Rights Code including medical exemptions such as;
  • Completing a vaccination education course, with a signed declaration stating that they have reviewed and understood the content. The vaccination education course should include information on:
    • How the COVID-19 vaccines work
    • Vaccine safety related to the development of the COVID-19 vaccines
    • The benefits of vaccination against COVID-19
    • Risks of not being vaccinated against COVID-19
    • Possible side effects of COVID-19 vaccination
    • Implement testing strategy for Rapid Point of Care antigen testing for non-vaccinated employees

Employers can encourage employees to get vaccinated and support increased vaccination uptake by:

• Leading by example and get fully vaccinated.
• Sharing your reasons for getting the vaccine.
• Consider recruiting workplace vaccine champions to promote benefits of getting vaccinated.
• Posting information about nearby vaccination clinics.
• Offering flexible work hours/paid time off to go get vaccinated.
• Considering the use of incentives for voluntary disclosure of vaccination status.
• Encourage employees to visit our website to learn more about the vaccines and how to get a vaccine.
• Host an on-site vaccination clinic for your employees.

Workplace vaccine clinic request form

The purpose of this survey is to understand how the Region of Waterloo can best support your workplace with COVID-19 vaccinations. This survey should only take approximately ten minutes to complete. Please only complete this survey if you:

• Have a business or represent a business or organization within the Region of Waterloo
• Are the representative for the business or organization within the Region of Waterloo
• Have assessed the need for vaccinations amongst your employees (e.g., surveyed staff to determine the number interested in receiving a vaccine at a workplace clinic)

The information collected from this survey will be kept confidential. Please ensure that you answer each question to the best of your knowledge, as this information is crucial for clinic planning.

Region of Waterloo is now offering walk-ins for first doses and eligible second doses at vaccination clinics during operating hours. Pharmacies across the region are also providing walk-ins for first doses and eligible second doses. More information about the Region’s vaccination clinics can be found on the Region of Waterloo Get a Vaccine webpage.

All campgrounds may open if they meet the following conditions:

• Any indoor or outdoor sports or recreational fitness activities must comply with restrictions for sports and recreational fitness facilities.
• Restaurants at campgrounds may only provide take-out, delivery service or outdoor dining (review Reopening Restaurants for more guidance).
• Gathering limits and health and safety protocols will remain in place.

Business specific guidance

• Follow the advice, recommendations and instructions of public health officials including:
  • Physical distancing
  • Cleaning or disinfecting
  • Working remotely
• Ensure that patrons who line up inside, or outside:
  • Maintain a physical distance of at least two meters from others
  • Wear a mask or face covering (with some exceptions)
• Ensure that employees are actively screened (COVID-19 worker and employee screening) before starting each shift
• Implement passive screening for patrons by posting signs at all entrances informing people to screen themselves for COVID-19 before entry.
  • Businesses and customers may use the COVID-19 customer screening tool to meet this requirement
• Ensure that equipment, washrooms, locker rooms, change rooms and showers that are accessible to the public are cleaned and disinfected as frequently as is necessary to maintain a sanitary condition.
• Ensure that patrons and workers wear masks or face coverings indoors, with limited exceptions.
• Employees and workers must wear appropriate personal protective equipment (PPE) that protects their eyes, nose and mouth, if in the course of providing services they are:
• Required to come within two metres of another person who is not wearing a mask or face covering in an indoor area and are not separated by an impermeable barrier (e.g. plexiglass)
• Prepare and make available a COVID-19 safety plan. A copy of the plan must 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.

Seasonal campers specific guidance

• Everyone must maintain a physical distance of at least two metres from others (except for caregivers or other members of their household) in a place of business or facility that is open to the public. Even outdoors, if physical distancing cannot be maintained it is recommended that you wear a face mask.
• Everyone must wear a mask or face covering that covers their mouth, nose and chin in indoor public spaces (with limited exceptions).
• Visitors must adhere to Provincial guidelines, restrictions and public health measures.
• Follow the current gathering limits.

For information and operational guidance during COVID-19, read the Ministry of Education’s Operational Guidance for Child Care During COVID-19 Outbreak and the supporting guidance document for child care centres from Region of Waterloo Public Health. Child care centres should continue to monitor for new guidance from the Ministry of Education or Ministry of Health.

Owners/operators of day camps can consult the COVID-19 Safety Guidelines for Day Camps for information and operational guidance during COVID-19. Owners/operators of overnight camps can consult the COVID-19 Safety Guidelines for: Overnight Camps for information and operational guidance during COVID-19.

For any probable or confirmed case, day or overnight camp owners/operators can email us at 
covidreportingschools@regionofwaterloo.ca. Day and overnight camp operators should continue to monitor for new guidance from the Ministry of Health: COVID-19 Guidance for the Health Sector.

For more information, please check the Resources for Child Care Centres and Day Camps page.

COVID-19 is highly infectious and easily spreads within households or communal housing. Consequently, the Federal and Provincial government have outlined requirements for employers of temporary foreign workers to reduce the risks to workers and help employers maintain a healthy workforce.

Employers of temporary foreign workers are responsible for thoroughly reviewing government directives in the documents below and monitor for updates:

• A list of Federal requirements: Guidance for employers of Temporary Foreign Workers regarding COVID-19
• Information on Federal Inspections and Penalties for Non-Compliance: Compliance inspections for Employers of the Temporary Foreign Worker Program during the COVID-19 pandemic
• Ontario Ministry of Health Guidance:
  • COVID-19 Guidance for Temporary Foreign Workers
  • COVID-19 Guidance: On-Farm Outbreak Prevention and Management
  • Summary of government financial assistance for Ontario farm businesses

Requirements direct employers to contact local public health officials when:

• A worker shows symptoms of COVID-19
• New worker arrives

Notification of temporary foreign workers isolating at hotels

Region of Waterloo Public Health currently has a Class Section 22 Order in place asking for the contact information for any employers of migrant workers if the workers are living or working in the Region. This also applies to employers who are not located within Waterloo, if their employees are staying or working within the region for any reason. As such, if a temporary foreign worker is isolating in a hotel within Waterloo Region, please complete the Reporting Form for Temporary Foreign Workers Isolating at Hotels. This form is NOT to be used to collect information on the workers, just their employers contact information. Public Health will then contact employers to gather any further information we may require.

This information will assist with conducting more rapid case management of any worker who happens to test positive in a hotel, or in any potential outbreak scenarios, should it be necessary. All information collected will be kept confidential and only be used by public health staff for COVID case management.

Waterloo Region is in Step 3 of Ontario’s Roadmap to Reopen. Further details can be found at Reopening Ontario and in Step 3 Regulations. 

Requirements for Step 3

• Public Health recommends keeping capacity limits at a level that can effectively be monitored and managed by the facility to ensure COVID precautions are followed.
• Open indoors and outdoors.
• Indoor capacity for the facility limited to 50 per cent.
• Indoor capacity for spectators is 50 per cent of the usual seating capacity or 1,000 people, whichever is less.
  • If the facility does not have a designated seated area for indoor spectators, the number of spectators in the indoor area is limited to the number that can maintain two meters of physical distance. That number may not exceed 50 per cent capacity or 1,000 people, whichever is less
• Outdoor capacity for spectators is 75 per cent of the usual seating capacity or 15,000 people, whichever is less.
  • If the facility does not have a designated area for outdoor spectators, the number of spectators in the outdoor area may not exceed 75 per cent capacity or 5,000 people, whichever is less
• General compliance regarding mask or face covering applies. In addition, every outdoor spectator must wear a mask or face covering that covers their mouth, nose and chin, with limited exceptions.
• Maximum capacity must be posted.
• No specified limit on the number of people participating in a sports team or league.
• No restrictions on contact for sports or games; two metres physical distancing required otherwise, including in a fitness or exercise class.
• Facilities and leagues must have a safety plan with additional requirements.
• The facility, or the person holding the permit for use of the facility must:
  • Record the name and contact information of every member of the public who enters the facility, maintain these records for at least one month, and only disclose those records on request if required by law
  • Actively screen individuals
• Capacity exemptions for:
  • Day camps and overnight camps
  • Child care centres
  • Social services
• Clubhouses associated with outdoor recreational amenities are limited to an indoor capacity of the number of people that can maintain two metres of physical distance, but may not exceed 50 per cent capacity. The capacity limit must be posted. Rentals of the clubhouse are subject to the conditions of the Meeting and Event spaces

Personal physical fitness trainers

• Open indoors and outdoors.
• Indoor capacity limited to the number that can maintain a physical distance of two metres, and may not exceed 50 per cent of the capacity.
• Outdoor capacity limited to the number of people that can maintain a physical distance of two metres.
• Every person must maintain two metres physical distancing.
• The trainer must prepare a safety plan.
• The trainer must record the name and contact information of every member of the public who attends the facility and keep the records for at least one month.
  • Records will only be disclosed to a medical officer of health or an inspector under the Health Protection and Promotion Act on request. The Customer Information is being collected under the authority of s.2 Health Protection and Promotion Act.
• The trainer must actively screen individuals prior to engaging in fitness or training activities

Community centres and multi-purpose facilities (e.g. YMCA)

• Capacity limited to permit physical distancing of two metres, with exemptions for:
  • Day camps and overnight camps
  • Child care centres
  • Social services
• Any indoor or outdoor sports or recreational fitness activities must comply with restrictions for fitness and sports activities stated above.

Specific Requirements and Guidance - Facilities for Indoor Sports and Recreational Fitness Activities

Facilities for indoor sports and recreational fitness activities, including gymnasiums, health clubs, community centres, multi-purpose facilities, arenas, exercise studios, yoga and dance studios and other fitness facilities, may open if they comply with Ontario Regulation 364/20 Rules for Areas at Step 3.

Region of Waterloo Public Health has interpreted O. Reg. 364/20: Rules for Areas at Step 3 (the “Regulation”) so that a building such as a community centre and multi-purpose facility may have different components within the building that are governed according to their use. For example, a multi-purpose facility may have a restaurant, day care facility, meeting rooms, swimming pool and facilities for indoor sports and recreational fitness with each of these individual uses governed by their respective capacity limits pursuant to the Regulation. 

Advice applicable to fitness and sports settings

• Ensure active screening for employees using the COVID-19 worker and employee screening before their shift.
• Screen customers/patrons for symptoms before engaging in fitness, sports, or training activities.
• Employees and patrons should be encouraged to self-monitor by checking for COVID19 symptoms before coming to the facility, and stay home when they show any symptoms, even if they are mild.
• Consider expanding online offerings (e.g. online fitness classes).
• Ensure good ventilation and bring in fresh air:
  • Bring in fresh air by maximizing the outdoor air ratio of the facility's heating, venting and air conditioning (HVAC) system settings or by opening windows
  • If this is not possible or practical for the whole facility, focus them in places where crowding may be an issue and in areas used for group exercise classes
  • Avoid recirculation of air as far as practically possible
• Ensure sufficient contact time for disinfectant products:
  • In addition to using disinfectant products that have a Drug Identification Number (DIN) and have been approved by Health Canada, ensure sufficient contact time for the disinfectant products being used
  • A product with a longer contact time will require more waiting between users. Choose a product with a shorter contact time that is appropriate for the surfaces being disinfected

Continue to check the Reopening Ontario Roadmap for the most recent information.

Day camps at fitness facilities

Indoor sport camps are permitted in Step 3 of the Reopening Ontario Roadmap. Sports camps are to follow the requirements as outlined above and as set out in the COVID-19 Safety Guidelines for Day Camps. Outdoor day camps are preferred/recommended.

• Can we run part-time camps (i.e camps that are not run for one full week)?
  • Day camps must run for a minimum of one week of consecutive days. If the day camp decides to shorten the week, they are free to do so as long as they maintain the cohort and do not run another camp within the same week. For example, a day camp cannot have one cohort run from Monday to Wednesday, and then another new cohort from Thursday to Friday, within the same calendar week. The new cohort would have to begin the following week. So a part-time camp can operate under the condition that another camp/cohort is not operating on the other days of that same week.

For more information on day camps please consult the COVID-19 Safety Guidelines for Day Camps and the Public Health Ontario webpage for Day and Overnight Camps. For any probable or confirmed case, Day camp owners/operators can email us at covidreportingschools@regionofwaterloo.ca or complete the Reporting Form for Symptomatic Staff/Children

For more details visit the Coronavirus Resources for Schools and Child Care Centres page.

Waterloo Region is in Step 3 of Ontario’s Roadmap to Reopen. For more information please check the Re-opening Restaurants and Food Premises page and Reopening Ontario.

Additional Resources:

• Ontario Regulation 364/20 Rules for Areas at Step 3
• Restaurant and Food Services Health and Safety During COVID-19 (Ministry of Labour)
• Resources to Prevent COVID-19 in the Workplace (Ministry of Labour)
• Restaurant and Food Service: Guidance for Health and Safety (Ministry of Labour)
• Worker and Employee Screening Tool (Ministry of Health)
• COVID-19 Reference Document for Symptoms (Ministry of Health)
• Hard surface disinfectants and hand sanitizers COVID-19 (Health Canada) 
• Restaurant and food services health and safety during COVID-19 (Ministry of Health) 
• Physical Barriers for COVID-19 Infection Prevention and Control in Commercial Settings (National Collaborating Centre for Environmental Health) 

Review COVID-19 guidelines for mobile food premises and temporary food vendors.

• Resources to Prevent COVID-19 in the Workplace (Ministry of Labour)
• Restaurant and Food Service: Guidance for Health and Safety (Ministry of Labour)

Waterloo Region is in Step 3 of Ontario’s Roadmap to Reopen. For more information please check the Re-opening Special Events page and Reopening Ontario.

Waterloo Region is in Step 3 of Ontario’s Roadmap to Reopen. Further information can be found on the Re-opening Personal Service Settings web page and the Reopening Ontario.

Religious services, rites, ceremonies and related celebrations must comply with the Reopening Ontario Act. Further details can be found on Ontario’s COVID-19 Response Framework webpage. 

Effective July 16, 12:01 a.m. indoor and outdoor pools, splash pads, spray pads, wading pools, and waterparks may open at this time. 

Information on the re-opening of all indoor and outdoor swimming pools, outdoor splash pads, wading pools, waterparks, and other recreational spaces such as whirlpools/spas, when permitted, can be found on the Re-opening Recreational Water webpage.

Further details can be found on the Reopening Ontario webpage.

The following recommendations for taxis and ride share employers, drivers and vehicle owners are intended to reduce the spread of COVID-19. They are recommendations and requirements that operators must comply with under the Reopening Ontario Act.

It is important to know that breaches of some of these directions will constitute offences under provincial regulations or other public health legal requirements. This guidance is not intended to provide legal advice. Users seeking legal advice should consult with a qualified legal professional.

Operators must consider the following:

• Staff attendance and operations
  • Employers must ensure staff complete a COVID-19 screening questionnaire before each work shift. Staff must not report to work if they do not pass the screening, and should follow the screening tool’s instructions regarding testing and isolation. Employees should consult with their employer about return to work, following completion of any required isolation.
• Hand hygiene and respiratory etiquette
  • Drivers and passengers should wash hands with soap and water or use hand sanitizer (70%–90% alcohol concentration) for 15 seconds provided hands are not visibly soiled. Remind staff to avoid touching their face, nose and mouth with unwashed hands.
  • Use hand sanitizer after handling money or helping with a passenger's personal items.
  • Post signs for cough and sneeze etiquette and hand hygiene in vehicles, where the information can be seen by passengers (e.g. in a clear plastic sleeve).
• Cleaning and disinfection
  • In addition to routine cleaning, surfaces that have frequent contact with hands should be cleaned and disinfected:
    • at least once per day
    • when visibly dirty
    • after transporting medical patients (e.g. to and from hospital and other health care settings)
    • after transporting passengers who display respiratory symptoms (e.g. coughing, sneezing).
  • Employers/vehicle owners should provide all drivers with the appropriate cleaning products/disinfectant wipes for their vehicles that are approved by Health Canada as effective against COVID-19.

Ontario has general information on COVID-19 and workplace health and safety where employers can learn about their responsibilities and how to protect workers at work. Workers can also get information about health and safety protections at the workplace.

Transporting passengers safely

• Promote safety measures to passengers on reducing risk to drivers and themselves on your website and through outgoing telephone messages. Posters can be displayed in the vehicle.
• Every driver shall maintain a log of passenger information, including their name and telephone number, in the event that contact tracing is required in accordance with the Section 22 Medical Officer of Health’s Order under the Health Protection and Promotion Act. Upon request, drivers must provide Region of Waterloo Public Health with the contact information with whom drivers have had close contact during the relevant dates. Records should be kept for a period of 30 days.
• Consider installing plastic screens or plexiglass shields as a physical barrier between the driver and passenger in the back seat. Ensure that these barriers do not create any new safety hazards such as visual obstructions for the driver.
• The use of masks or face coverings by drivers and passengers is required in all indoor public spaces, including vehicles operating as part of a business or organization, under the Region of Waterloo Bylaw and Reopening Ontario (A Flexible Response to COVID-19) Act, with limited exceptions.
• If physical distancing and/or separation via a physical barrier cannot be maintained, in addition to wearing a mask (preferably a medical mask), drivers should wear eye protection (goggles, safety glasses or face shield). Ensure that any eye protection that is used does not create visual obstructions for the driver.
• Clean your hands before putting on personal protective equipment and after taking it off.
• Ask passengers to sit in the back seat to maintain physical distance.
• When there are four or more passengers, use a larger vehicle with more seating, such as a minivan, or use multiple vehicles so that individuals do not sit next to the driver. Passengers should only travel in a vehicle with people they live with.
• Minimize shared rides so passengers are not travelling with individuals unknown to them.
• Use the vehicle climate control system and open windows to improve fresh air intake/air circulation. Increased airflow can reduce contaminant build up. Avoid using the recirculated air option during passenger transport.
• If the passenger is being transported to or from a hospital or other health care setting and/or is displaying respiratory symptoms, opening the vehicle windows is recommended where feasible.

Taxi and ride shares provide an essential service to many people. Individuals with symptoms of COVID-19 or who are COVID-19 positive and need to travel for essential health care appointments to drive themselves or ask a friend or family member to take them if at all possible. If an individual needs to take a taxi/ride share, they should follow the guidance above with respect to physical distancing, wearing a mask or face covering, and opening windows.

Other Resources

COVID-19 Carpooling advice

Some of this information was adapted from Toronto Public Health, COVID-19 Guidance: Taxis and Ride Shares

1. The testing lab notifies the responsible public health unit of each positive case of COVID-19.

2.  Public Health staff then follow-up with the individual case to:

• let the person know that they tested positive and to answer any questions they may have
• advise them of the need to self-isolate for a specified period of time
• try to determine how they may have been exposed to COVID-19
• determine the places they went while infectious (e.g. to work or public places) and who their close contacts were. If close contacts are identified, Public Health will contact them and anyone else who we may need to speak with to assess risk to others (e.g. their employer)

3. With guidance from Public Health, workplaces will identify and follow-up with close contacts. Close contacts are required to self-isolate for 14 days following the last exposure to the positive case. 

There is now community spread of COVID-19 in the Region of Waterloo, so all interactions should be treated as a potential risk of exposure. If a person was at work while infectious, Public Health staff will determine if they posed any additional risk to the workplace than what exists in the general community.

Please Note: not all cases result in exposures. A transient interaction (e.g., walking past someone who tested positive) does not pose an increased risk. There is also no increased risk of exposure if the person was not at work while infectious.  

Public Health will consult with the employer if additional information is needed about the individual (e.g., to confirm their close contacts or to clarify details that the employee cannot provide) or if any other measures need to be taken by the workplace or staff to reduce the risk of transmission.

It is important to note that Public Health:

• is required by law to respect the privacy of the person infected
• will only disclose a positive case to an employer if it is needed to manage the exposure risk to others

Screening should occur before or when a worker enters the workplace at the beginning of their day or shift, or when an essential visitor arrives. At minimum, the questions in the Ministry of Health COVID-19 Screening Tools for Workplaces should be used to screen individuals for COVID-19 before they are allowed entry into the workplace.

If an employee fails the screening, they should be advised they should not enter the workplace (including any outdoor, or partially outdoor, workplaces). They should go home to self-isolate immediately and contact their health care provider or Telehealth Ontario (1 866-797-0000) to find out if they need a COVID-19 test.

Public Health will notify a workplace and provide support when a confirmed case attended a workplace while infectious and there was a high risk exposure to COVID-19 to others.

Public Health will not notify workplaces that a confirmed case attended the workplace when Public Health identifies a high risk exposure to COVID-19 did not occur and there is not an increased risk to employees and patrons.

For more information and resources about the COVID-19 Vaccine please check the COVID-19 Vaccine FAQs page. Information on developing a vaccine policy for covered organizations or other organizations can be found in the Ministry of Health’s Resource Guide.