1.0 INTRODUCTION This document sets out the general requirements for an organization to meet when producing their management system and controls for the scheme – Risk Evaluation and Implementation Bio Hazard: URS COVID19: 2020 (REIBH).
The scheme can be applied to any sector of business or commercial entity and has been designed to allow a third party to audit the resultant management system requirements.
It is important to note that the resultant management system relating to REIBH for an organization must NOT be less onerous in the guidelines and implementation as published by the relevant Governmental body.
The output risk assessment and controls may need a supporting external person to assist in the technical requirements for certain industry sectors and the approach will be supported.
3.0 GUIDANCE SCHEME COVID-19
Minimum aspects that must be evaluated and evidenced by an organization to ensure compliance with the health and safety protocol.
These minimum requirements focus on the control and evaluation of the facility, the organization, the personnel and any other interested party.
This guide is based on the provisions of the accepted Ministry of Health of the various Governments. Any updates subsequent to this release should be considered and not focused only on the issues described here.
The audit conducted by URS will evaluate compliance to this scheme document and compliance will allow a Certificate of Registration to be issued for a period of 12 months.
The organization shall demonstrate and take the following measures to ensure the safety of the various stakeholders involved in its activity:
4.1.2 Organizational Management Measures
• Carry out an analysis of the risks of SARS-COV-2 transmission, indicating the sources of risk and the parties affected (Management, Personnel, Clients, Suppliers...)
• Create a contingency plan with the actions to be taken to protect and/or eliminate the transmission risks detected.
• Evaluate the effectiveness of the action taken.
• To offer and facilitate the possibility of teleworking to the workers and provide the necessary resources to carry it out.
• For organizations where employees do not telework, facilitate flexible entry and exit times to avoid peak hours in crowds.
• To provide PPE (masks, gloves, disinfectant, etc.) and cleaning materials.
• Appoint a person responsible for the implementation and compliance with the protocol.
• In the case of transport for the transfer of personnel, ensure that distances and safety measures can be maintained for each trip.
• In the case of employees who have to carry out work at client facilities or in public areas, ensure that both the client's facilities and the public road comply with the required safety conditions.
• Where possible, access control mechanisms will be enabled.
• Provide devices for the collection and segregation of waste and manage it appropriately.
4.2.1 Prevention Measures in the Facilities
• Have a protocol of basic hygiene measures.
• To have hygienic elements in all the zones or areas established in the protocol.
• Have a protocol for cleaning and sanitizing the facilities and infrastructure, vehicles, etc.
• In the event that cleaning is subcontracted, there must be a contract signed by both parties in which all the safety requirements are reflected.
• Develop and implement an analytical control plan for the validation and verification of the cleaning and sanitization.
• Establish a minimum social distance of 2 metres and identify it in all areas, such as work zones or rest areas.
• Place visual elements in the areas of the organization with training and communication on the established measures. For example, hand washing posters.
• Carry out periodic ventilation tasks, at least daily, for a period of five minutes.
• Reinforce the cleaning of air filters
4.2.2 Preventive Measures and Recommendations for Staff
• Inform personnel of the risks of transmission and contagion of SARS-COV-2 in a systematic and regular manner.
• Inform and provide the corresponding PPE to carry out the activity.
• Identify particularly sensitive workers and vulnerable groups in order to carry out a specific assessment and adopt the necessary preventive measures.
• Inform the internal and external communication protocol of how and who to contact in case of symptoms.
• Facilitate access to water, soap, disposable paper, waste bins and disinfectants.
• Train and inform workers of the daily guidelines for cleaning the work stations. Guidelines for cleaning the workplace at the beginning, during the development of the activity and at the end.
• Training and information on how to disinfect the equipment used by workers.
• Establish guidelines for cleaning and sanitizing dirty laundry.
• Carrying out or offering to carry out detection tests on personnel.
• Temperature control measures at access, always with the consent of the employees.
• If any of the employees present any symptoms related to COVID-19, they should not go to the work place. They must inform both the organization and the corresponding health services.
• If you have been in direct contact with someone affected by COVID-19 and/or you are a person of special sensitivity or vulnerable, you do not have to go to the workplace. If you are unable to work remotely, you will have to contact your doctor so that he or she can certify that you should remain in isolation.
• Dispose of the waste as handkerchiefs in the devices provided for this purpose.
4.2.3 Preventive Measures for all Remote Staff (outside the organization)
• All personnel outside the organization must have performance training in these cases before entering the organization (e.g.: direction of travel, spacing, cleaning hands, keeping minimum distance).
• All personnel outside the organization must know and carry the necessary PPE to carry out the activity safely (where required).
• Inform all personnel outside the organization of the rules and protocols established by the organization before their entry.
• Acceptance and confirmation of knowledge of the risks before entering the organization.
• Commitment and acceptance of the prevention measures established by the organization.
4.3 Audit and Review
The organization shall periodically review the protocols in-place using data from Internal Audits, or other means of objective data.
The internal audit shall take place at least once per the period in which this scheme is in implementation mode.
Audits shall be performed by trained auditors and reported by means of a formal report, which shall be submitted to Review Board – the review board must be made-up of senior management of the organization that have the necessary authority to implement changes; if required.
Government requirements shall be reviewed at the review meeting and the Risk Assessment shall be reviewed, amended and published if required and any necessary training or communication shall be performed.
Review meetings shall be recorded.
4.4 Training and Documentation
All relevant documentation, such as the published Risk Assessment and Requirements (including protocols), Audits, Review shall be maintained and published as required to determine currency and approval.
All “relevant” workers within the organization shall be able to demonstrate due training of the Risk Assessment and the Requirements; including any changes.