Covid 19 Management Policy

PRE-RESUMPTION AND WORK RESUMPTION GUIDELINES

As we are all aware Corona Virus pandemic continues to ravage economies with consequential effects on businesses, there are concerted global efforts to contain the Virus and flatten the curve. IPI SOLUTIONS is fully committed to putting our people first by providing a healthy and safe workplace and to taking steps to protect its employees and clients.

We believe that given that community transmission of the virus is on the rise, we should all continue to observe social distancing etiquette and continue to work from home. We may likely hold this position at least until first week of July 2020, at which time staff may be permitted to visit the office on selected days of the week or on an, “as needs basis only”

NOTE: This policy will be revised from time to time as required due to the huge uncertainties associated with the COVID-19 pandemic.

WORKPLACE HEALTH AND SAFETY MEASURES

 PRE-RESUMPTION PROTOCOLS

In preparation for resumption of business activities, Actions shall be taken to curtail all hazards that could expedite the spread of the Virus. The Company shall implement the following measures:

• Fumigation of entire office area: A week before the proposed resumption, the office will be well cleaned and disinfected to ensure that staff returning to work enter into an environment which is clean and free of germs and viruses.
• We ensure that high traffic work areas or frequently touched surfaces are cleaned and disinfected more often. Ensure that cleaning supplies are available for employees to clean and disinfect their workspaces.
• Provide employees with necessary personal protective equipment recommended by Government guidelines and training to ensure it is used correctly. Non usage would attract strict penalties.

WORK RESUMPTION PROTOCOLS 

Communication 

• HR/Admin will communicate new/reviewed policies to reduce the spread of Covid-19 in the workplace in simple and unambiguous manner, and Follow-up to ensure that the Policies are understood by employees.

• • Increase communication to staff and customers about COVID-19 and measures we are taking for prevention via WhatsApp, Online meeting discussion, Weekly email reminder etc.
  • Post signs asking ill clients or customers to stay away from the workplace.
  • Post signs encouraging good respiratory hygiene, hand hygiene, and other healthy practices.

  Employees that exhibit symptoms during office hours:

  An employee who has a fever at or above 38 degrees centigrade (100.4 degrees Fahrenheit) or who is experiencing coughing or shortness of breath will be sent home or must see a medical doctor.  An employee sent home can return to work when

  1. He/she has had no fever for at least three days without taking medication to reduce fever during that time.
  2. Respiratory symptoms (cough and shortness of breath) have ceased for at least three days;
  3. At least seven days have passed since symptoms began. The employee may return to work earlier if a medical doctor confirms the cause of the employee’s fever or other symptoms is not COVID-19 and provides a written release for the employee to return to work.

  Mandatory Screening for Employees:

  Employees reporting to work will be screened for respiratory symptoms and have their body temperature taken as a precautionary measure to reduce the spread of COVID-19 and ensure a safe and healthy workplace. Screening shall take place at the reception upon arrival at work each day. Employee Health-Screening Form shall also be filled upon arrival at work.

   Social Distancing Policy 

  The Company will implement the following social distancing initiatives on return:

  • We shall Limit the number of staff in the office to 20% maximum. The company will operate a skeletal work structure from the hours of 9:00am to 3:00pm.
  • We shall continue with the skeletal work structure until it becomes clear that the infection rate in Lagos State has reduced substantially. The company will not jeopardize the well-being of any member of staff and therefore, we shall maintain remote work arrangement for members of staff whose job duties can be performed away from the office.
  • All major walk through shall remain open to avoid constant touch by people.
  • Every object shall be removed from notable places to also avoid constant touches, e.g staplers, stamps, pens and so on
  • Office space with initial occupancy of more than three persons shall accommodate only two staff members.
  • Employees shall maintain a physical distance of 6 feet from one another.

• We shall continue to organize virtual meetings using video or audio-conferencing meetings (e.g. Microsoft Teams) or phone calls in lieu of face-to-face meetings.
• Unavoidable in-person meetings would be short, and It would be held in the situation room where people can sit at least five feet apart from each other.
• Employees shall avoid using other employees’ phones, desks, offices, or other work tools and equipment. Where it is necessary to share a work tool, it must be cleaned and disinfected before and after use.
• Consider ways that employees can practice social distancing, such as increased work- station spacing.
• Provide access to hand-washing facilities and place hand sanitizing dispensers in prominent locations throughout the workplace.

EMPLOYEE PUBLIC TRANSPORTATION COMMUTING:

• All staff without private means of transportation shall during this phased period come into the office only when requested and will be provided with an approved special transport allowance for private transportation to the office e.g. company arranged Uber, Bolt, or car-pooling, etc. To manage workplace exposure, employees’ public transportation commuting will be closely monitored.
• In addition, Our drivers shall be specially trained on commuter safety and will be mandated to wear masks while commuting and trained on best practice for cleaning and disinfecting during the use of public transportation/carpooling and prior to entry into the office e.g. the use of disinfectant wipes on car door handle and seats to avoid workplace exposure

CLIENT, VISITOR AND VENDORS

Visits to the Workplace:

• Visits to the workplace will be restricted to critical activities. There will be limited entry permitted to non-employees.
• Pre-approval into the Workplace will be required for all non-employees.
• Deliveries from vendors are to be properly disinfected and accepted outside the office.
• Any client of vendor who must enter the office will be screened with temperature checks and will be required to complete a health questionnaire before being allowed into the Workplace.
• All Visitors will be required to wear masks and other required protective gear before permission is given into the office premises.

Sick Leave and Reporting Procedures 

• Sick leave policies would be relaxed with immediate report of any form of symptom noticed by employees within our work premises.

We shall proactively be prepared for increase in absenteeism due to illness among employees and their families.

• We shall establish a channel for employees to report self or other colleagues showing symptoms of illness.

COMMUNICATION TO EMPLOYEES 

• All employees would ensure they understand and comply with this management policy
• Keep your environment clean
• Use appropriate disinfectants to clean items like your desk, work surface, phones, keyboards and electronics, cash registers, keypads, especially when visibly dirty.
• Keep a distance of at least 2 meters between your, your coworkers, and customers.
• Reduce activities that require close physical proximity or contact with people, such as team meetings, etc.
• Avoid visiting crowded areas and public gatherings.

PERSONAL HYGIENE 

• Wash (at least for 20 second) and sanitize your hands as often as possible.
• Cough or sneeze into your sleeve, preferably into your elbow.
• As advised by the WHO, avoid touching your face, particularly eyes, nose, and mouth.
• Always carry an alcohol-based hand sanitizer.
• Always wear a mask. Keep a spare handy: www.neca.org.ng Email: neca@neca.org.
• Avoid eating out as much as possible.
• When possible, avoid public transport.
• Avoid hugs and shaking hands
• Where possible, avoid cash transactions & encourage e-payments.
• Use your elbow to press the buttons on the elevator or to open doors.

IF YOU HAVE A SYMPTOM OF COVID-19

• If you think you might have COVID-19, strictly follow your office Protocol.
• It is critical that if you have one symptom of COVID-19 (fever, cough or difficulty breathing), or even mild symptoms, you should stay home to avoid spreading illness to others.

• If you develop even mild symptoms while at your workplace, separate yourself from others and go home, avoiding use of public transport (e.g. buses, taxi, etc.) if possible.

Contact the HR or NCDC on 0800 970000 10 (Toll-Free Call Centre).   info@ncdc.gov.ng.  Social Media. @NCDC.gov.ng and follow their advice.

Let us continue to stay safe