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EMERGENCY MANAGEMENT
PLAN

Acute Infectious Disease -

COVID-19

DOCUMENT REFERENCE AND VERSION NUMBER

Effective
DD.MM.YYYY Supersedes
Date
Action Name / Position Signature Date
Prepared DD.MM.YYY
by Y
DD.MM.YYY
Reviewed
Y
DD.MM.YYY
Y
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REVISION HISTORY

S.N Revision Documented Summary of revision(s)

o by
Date Pages
1.0
2.0
3.0
4.0

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OUTBREAK RESPONSE TEAM CONTACT DETAILS

HEALTH, SAFETY AND ENVIRONMENT

+971 5X XXX XXXX
HUMAN RESOURCES
+971 5X XXX XXXX
+971 5X XXX XXXX
OTHER PERSONS INVOLVED
+971 5X XXX XXXX

NOVEL CORONAVIRUS (COVID-19) HELPLINE

UAE
Ministry of Health and Prevention 800 111 11
Knowledge and Human Development Authority 800 5432 ext. 4
Department of Health Abu Dhabi - Estijaba 800 1717
Dubai Health Authority 800 342
EMERGENCY SERVICES
Ambulance 998

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‘If you need to be right before you move, you will never win. Perfection is
the enemy of the good when it comes to emergency management. Speed
trumps perfection. The problem we have in society at the moment is that
everyone is afraid of making a mistake, everyone is afraid of the
consequence of error, but the greatest error is not to move. The greatest
error is to be paralyzed by the fear of failure’.

- Dr. Michael J. Ryan, WHO Executive Director of Health Emergencies,

March 15, 2020

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TABLE OF CONTENTS

REVISION HISTORY.....................................................................1

OUTBREAK RESPONSE TEAM CONTACT DETAILS...........................2

TABLE OF CONTENTS..................................................................4

1. INTRODUCTION...................................................................6
1.1. PURPOSE............................................................................................. 7
1.2. SCOPE................................................................................................. 7
1.3. EMERGENCY MANAGEMENT PLAN OWNERSHIP...................................7
1.4. DEFINITIONS........................................................................................ 8
1.5. REFERENCE DOCUMENTS..................................................................10

2. LEGAL CONTEXT................................................................12

3. CORONA VIRUS (COVID-19)................................................14

3.1. CAUSE................................................................................................. 14
3.2. TRANSMISSION...................................................................................... 14
3.3. SYMPTOMS........................................................................................... 15
3.4. DIAGNOSES.......................................................................................... 15
3.5. TREATMENT.......................................................................................... 15

4. EMERGENCY MANAGEMENT MODEL....................................16

5. PREVENTION.....................................................................18
5.1. GENERAL PRECAUTIONS..........................................................................18
5.2. ADDITIONAL PRECAUTIONS......................................................................18

6. PREPAREDNESS................................................................19

7. RESPONSE........................................................................20
7.1. EMPLOYEE RETURNS FROM LEAVE ABROAD................................................20
7.2. EMPLOYEE REPORTS NOT FEELING WELL OR IS SUSPECTED FOR COVID-19
DISEASE..................................................................................................... 21
7.2.1. ACTIONS TO BE TAKEN BY THE EMPLOYEE.............................................21
7.2.2. ACTIONS TO BE TAKEN BY THE MANAGER.............................................21

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 7.3. EMPLOYEE IS DIAGNOSED POSITIVE FOR COVID-19....................................22
7.3.1. ACTIONS TO BE TAKEN BY HEALTH CARE PROVIDER................................22
7.3.2. ACTIONS TO BE TAKEN BY THE MANAGER (HOD)...................................22
7.3.3. ACTIONS TO BE TAKEN BY HR MANAGER..............................................23
7.3.4. ACTIONS TO BE TAKEN BY SERVICE PROVIDERS......................................24
7.4. REMOTE-WORK PLAN............................................................................. 25
7.4.1. EMPLOYEE IN SELF-QUARANTINE AFTER RETURNING FROM LEAVE ABROAD...25
7.4.2. “VULNERABLE’ EMPLOYEES................................................................25
7.4.3. OPERATIONS SUSPENDED FOR UNKNOWN PERIOD OF TIME.......................26

8. RECOVERY........................................................................27
8.1. EMERGENCY RECOVERY....................................................................27
8.2. POST EMERGENCY EMPLOYEE WELFARE...........................................27

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 1. INTRODUCTION

In a globalizing world, emerging and acute infectious diseases are easily

transported and transmitted around the globe. As a regional and
international hub for commerce and tourism the United Arab Emirates may
be exposed to numerous infectious diseases locally or through
introduction by international travelers, including Ebola, Marburg,
pandemic and avian influenza, Middle East Respiratory Syndrome
Coronavirus (MERS-CoV), Severe Acute Respiratory Syndrome (SARS), or
other unknown emerging infectious diseases as well as outbreaks of
established diseases such as measles.

From time to time, with unpredictable frequency, these aforementioned

influenza viruses will emerge and spread rapidly across the world,
potentially causing an influenza pandemic.

The World Health Organization (WHO) characterized the COVID-19 disease

a pandemic on March 11, 2020. A pandemic is defined as:

“… a worldwide spread of a new disease. An influenza pandemic occurs

when a new influenza virus emerges and spreads around the world, and
most people do not have immunity.”

Currently, the world is affected by the COVID-19 disease outbreak. The

outbreak originated towards the end of December 2019 in Wuhan, China,
and has been linked to a large seafood and animal market. Since then the
virus is rapidly spreading around the world.

Given the current developments this plan is non-exhaustive and does not
cover all situations across ADD COMPANY NAME. This plan shall be read in
conjunction with the latest relevant advisories issued by World Health
Organization, Ministry of Health (UAE), Dubai Health Authority, and Abu
Dhabi Public Health Centre. Where applicable, users of this plan are
advised to seek advice from ADD COMPANY NAME Outbreak Control Team.

In case you have any questions regarding COVID-19 disease contact

NAME, HSE manager. In case of any queries related to the implications of
the COVID-19 disease (HR related) contact ADD COMPANY NAME HR team.

Due to the evolving situation of the COVID-19 disease, changes to this

plan are invertible.

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 1.1. PURPOSE
The Acute Infectious Disease - COVID-19 Emergency Management Plan
supports the ADD COMPANY NAME with the following:

 Minimizing COVID-19 disease health risks to ADD COMPANY NAME

employees;
 Minimize the risk of workplaces where ADD COMPANY NAME can
become a node of spread of the COVID-19 virus;
 Ensure a plan is in place to prevent, prepare, respond, and recover in
case employees of ADD COMPANY NAME are absent or on leave or
returning from leave diagnosed with COVID-19 disease and/or
quarantined; and
 Ensure alternative arrangements are made so that business operations
continue.

1.2. SCOPE
The plan covers emergencies as a result of the COVID-19 outbreak and is
drafted in accordance with Federal and Local regulation (chapter 2).

1.3. EMERGENCY MANAGEMENT PLAN OWNERSHIP

This document remains the property of ADD COMPANY NAME HSE
department. It will be reviewed and updated by ADD COMPANY NAME HSE
Manager as frequently as necessary for as long as the COVID-19 disease
outbreak is a threat to our employees, and our business at large.

A current copy of this Emergency Management Plan will be readily

available with Head of Departments of ADD COMPANY NAME.

No amendments are to be made to this Emergency Management Plan

without prior authorization of ADD COMPANY NAME HSE Manager.

For questions about the Acute Infectious Disease - COVID-19 Emergency

Management Plan or about an unique situation that is not covered in this
plan, need additional emergency information, or would like to suggest or
provide a feedback, contact ADD COMPANY NAME HSE Manager at email
address or +971 5X XXX XXXX.

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 1.4. DEFINITIONS

The following terms and acronyms are used throughout the Emergency
Management Plan.

Terms or Description
acronym
COVID-19 Acronym for Corona Virus Disease 2019. A mild to
severe respiratory illness that is caused by
a coronavirus (severe acute respiratory syndrome
coronavirus 2 of the genus Beta coronavirus), is
transmitted chiefly by contact with infectious material
(such as respiratory droplets), and is characterized
especially by fever, cough, and shortness of breath
and may progress to pneumonia and respiratory
failure.

Emergency A serious, unexpected, and potentially dangerous

situation requiring immediate action.

A situation declared by concerned authorities such as

Civil Defense, Police, Health Authorities, National
Disaster Management or at initial stages by facility
management as “Emergency” where people need
assistance and moved to safety. Such an
“Emergency” can be a situation created by natural
disasters such as earthquakes, floods, storms or
accidental events such as fire accidents or outbreak
of viral infections or manmade situations such as
arson, terrorism and criminal.

EMP Acronym for Emergency Management Plan. A plan

containing systematic instructions and procedures
that clearly detail what needs to be done, how, when,
and by whom before and after the time and
anticipated emergency event occurs

Infectious A disease transferable to others by human beings or

disease by animals, insects, foodstuffs, places or other things
and substances contaminated by the microbes and
toxins of the infectious disease. Also known as
Communicable disease or Contagious disease

Mitigation The lessening or limiting of the adverse impacts of

hazards and related disasters.

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Pandemic A worldwide spread of a new disease. An influenza
pandemic occurs when a new influenza virus emerges
and spreads around the world, and most people do
not have immunity.

Prevention The outright avoidance of adverse impacts of hazards

and related disasters.

Self - quarantine To refrain from any contact with other individuals for
a period of time (such as two weeks) during the
outbreak of a contagious disease usually by
remaining in one's home and limiting contact with
family members

WHO Accronym for World Health Organization.

Table 1. Definitions

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 1.5. REFERENCE DOCUMENTS

The following documents have served as a reference and support this

Emergency Management Plan.

The Cabinet of United Arab Emirates

 Ministry of Labor and Social Affairs, Federal Law No. 8 on Regulation of
Labor Relations, 1980
 Ministry of Health, Federal Law No. 27 Concerning the Prevention of
Communicable Diseases, 1981
 Ministry of Labor and Social Affairs, Ministerial Order No. 32 for the
Protection of Workers from Risks of Work, 1982
 Ministry of Health & Prevention, Federal Law No. 14 of 2014 (replacing
Federal Law No. 27 of 1981) and Executive Decree No. 6 of 2016
concerning communicable disease prevention.

The Supreme Council for National Security, National Emergency

Crisis and Disaster Management Authority (UAE)
 Business Continuity Management Standard (Guidelines), 2015
 Business Continuity Management Standard (Specifications), 2015

Abu Dhabi Occupational Safety and Health Center (UAE)

 Management System Elements, Element 6 – Emergency Management,
2017
 Code of Practice 4.0 – First Aid and Medical Emergency Treatment,
2018
 Glossary of Terms, 2019

Ministry of Health & Prevention | Department of Heath

 Information bulletin in 7 languages: Here are some information about
Coronavirus Disease (COVID-19), 2020
 Home / Institutional Quarantine Guide for COVID-19 (for official use),
March 17, 2020

The Supreme Council for National Security, National Emergency

Crisis and Disaster Management Authority (UAE)
 Business Continuity readiness Guidelines for UAE Organizations in the
event of the Novel Coronavirus (COVID-19), 2020

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Abu Dhabi Health Centre
 Novel Coronavirus (2019-nCOV) alert, ADPHC-DG/C/01-/2020, January
21, 2020
 Novel Coronavirus (2019-nCOV) alert, ADPHC-DG/C/02-/2020, January
30, 2020

Dubai Health Authority

 Novel Coronavirus (2019-nCOV) alert, DHA/OUT/2020/0000356, January
23, 2020

World Health Organization

 International Health Regulations (third edition), 2005

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 2. LEGAL CONTEXT

Health and Safety, and more specifically emergency response laws and
requirements are governed by both the Federal Law of the United Arab
Emirates (UAE), which applies to all seven emirates, and Local Laws,
Decrees and Codes of Practice, which are confined to the emirate in which
they are enacted.

The principal law governing entities and employees in relation to health

and safety is Federal Law No. 8 (1980) as amended (‘Labor Law’). The Law
requires each employer to provide appropriate safety measures to protect
workers against hazards of occupational injuries and diseases that may
occur during work, and also against fire and other hazards that may result
from the use of machines and other equipment. In turn, the Law requires
from employees, that they shall use protective equipment and clothing
supplied to him for this purpose, shall comply with all instructions given by
the employer to protect him against hazards and shall refrain from taking
any action that may obstruct the enforcement of such instructions.

In addition to the Federal Law, Ministry of Interior, The National Crisis

Emergency and Disasters Management Authority (NCEMA) and the
Executive Council of the Emirate of Abu Dhabi, or Dubai for those
properties located in the Emirate of Dubai, have issued additional Laws,
Decrees and Codes of Practices related to emergency management.

All Laws, Decrees and Code of Practices have in common that all entities
regardless of their size and activity must be ready to respond to
emergencies, i.e.:

 Designate a person to be overall responsible for safety for the

property and designate persons to be responsible for specific (group
of) buildings / areas within the premises;
 Prepare an Emergency Management Plan (EMP) that is appropriate to
the size and nature of the activities;
 Ensure that every employee receives information, instructions and
training in safety (emergency response) in accordance with their
duties;
 Organize a planned and documented evacuation drill at least once a
year;
 Ensure that all safety systems are regularly inspected and maintained
by suitable qualified persons;
 Have a regular risk assessments carried out and action the findings of
the risk assessment.
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In addition to the above, under Federal Law No. 14 of 2014 (replacing
Federal Law No. 27 of 1981) and Executive Decree No. 6 of 2016
concerning communicable disease prevention the “intentional behavior
that results in spreading an infection” is a criminal offence (article 31).

Implementation of and compliance with Federal and Local

requirements is the sole responsibility of employers and/or
property owner.

Note: Information contained in this Emergency Management Plan has

been prepared as guidance and safe practices for emergency response
and created with the best information available. As such, it is recognized
that as an emergency unfolds and new information becomes available,
decisions and actions may be different than the plan envisioned at the
time it was written.

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 3. CORONA VIRUS (COVID-19)

3.1. Cause
Coronavirus disease (COVID-19) is an illness that can affect the lungs and
airways. It's caused by a virus called coronavirus. As a type of virus and as
a group, coronaviruses are common across the world. The current type,
COVID-19, is a new strain of coronavirus first identified in Wuhan City,
China in December 2019.

The current understanding about how the COVID-19 virus spreads is

largely based on what is known about similar coronaviruses. As COVID-19
is a new disease, there is more to learn about how it spreads, the severity
of illness it causes, and to what extent it may spread globally.

Similar to other types of coronaviruses, the incubation period of COVID-19

disease is between 2 to 14 days. This means that if a person remains well
14 days after contact with someone with confirmed coronavirus, they have
not been infected.

3.2. Transmission
For the moment the virus is thought to spread mainly from person-to-
person who are in close contact with one another (within about 1 meter). It
is furthermore likely that the risk increases the longer someone has close
contact with an infected person.

Respiratory droplets produced when an infected person coughs or sneezes

containing the virus are most likely to be the main means of transmission.
There are 2 main routes by which people can spread COVID-19 disease:

 Infection can be spread to people who are nearby or possibly could be

inhaled into the lungs; and
 It is also possible that someone may become infected by touching a
surface, object or the hand of an infected person that has been
contaminated with respiratory droplets and then touching their own
mouth, nose, or eyes (i.e. touching door knob or shaking hands then
touching own face). From the 2 main routes of transmission this is not
thought to be the main way the virus spreads

There is currently little evidence that people who are without symptoms
are infectious to others.

There is no perceived increase in risk for handling mail, items or packages.

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 3.3. Symptoms
The following symptoms may develop in the 14 days after exposure to
someone who has COVID-19 infection:

 Fever;
 Cough; and
 Difficulty breathing

Generally, these infections can cause more severe symptoms in people

with weakened immune systems (i.e. elderly people, and those with long-
term conditions like diabetes, cancer and chronic lung disease).

3.4. Diagnoses
A nose swab, carried out by a certified medical institution, can be done as
early assessment of the virus. The nose swab is then analyzed in a
laboratory. Result can be readily available within 48 hours.

3.5. Treatment
At present, there is no treatment vaccine available to cure for COVID-19
disease. Instead, the best treatment for the virus is by providing good
nutrition and hospital care to let the patient recover. This is likely to work
for a vast majority of patients.

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 4. EMERGENCY MANAGEMENT MODEL

Being ready to respond to an acute infectious disease (COVID-19 disease)

requires engaging in a continuous cycle of activities that focuses on four
(4) phases during the pre-emergency planning: Prevention / Mitigation,
Preparedness, Response, and Recovery (figure 1). The four (4) phases
often overlap and steps taken in one phase will directly impact how the
next phase will progress.

Prevention / Mitigation includes all activities that attempt to avoid or

prevent a COVID-19 disease outbreak or reduces the chance of such an
outbreak happening (prevention), or reduces the impact of COVID-19
disease outbreak (mitigation) (chapter 5).

Preparedness combines planning and training for response, such as the

development of this Acute Infectious Disease - COVID-19 Emergency
Management Plan, (awareness) training for employees, and service
provider employees (chapter 6).

Response addresses the short term impact of COVID-19 disease outbreak.

This includes immediate actions taken to protect life (chapter 7).

Recovery includes all activities that focus on restoring the situation after
an acute infectious disease emergency to normal (chapter 8).

Figure 1. Emergency management model

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The pre-emergency planning cycle (figure 1) provides a framework to
continuously re-evaluate, update and improve the prevention / mitigation,
preparedness, and response planning through assessment, training,
exercises, and implementation of improvements to reduce the
vulnerability of our Clients, and ADD COMPANY NAME employees prior to
and during a COVID-19 disease outbreak.

When any of the ADD COMPANY NAME workplaces is confronted with a

COVID-19 disease emergency, response is initiated immediately, followed
by the start of recovery. The response phase is most intense when an
emergency occurs and then tempers off.

As the initial emergency stabilizes, focus shifts from immediate response

and control to recovery and improvement of systems and return to pre-
emergency operations. The ‘new level’ of pre-emergency operations
include lessons learned and implementation of recommendations based
on the emergency.

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 5. PREVENTION

Prevention is the key to acute infectious disease emergencies, such as

COVID-19 disease, and requires making an assessment of the potential
hazards and risks and identifying what actions need to be taken to prevent
or reduce their impact on our Clients, and ADD COMPANY NAME
employees.

5.1. General Precautions

There is currently no vaccine to prevent COVID-19 disease. The best way
to prevent infection is to avoid being exposed to the virus and follow
general precautions against flu to prevent people from catching and
spreading COVID-19 disease:

 Avoid shaking hands. Instead use different ways to greet each other.
 Regularly and thoroughly wash your hands with soap and water or
clean your hands with an alcohol-based hand rub;
 Maintain at least 1,5 meter distance between yourself and anyone who
is coughing, sneezing, or do not feel well;
 Follow good respiratory hygiene. This means covering your mouth and
nose with your bent elbow or tissue when you cough or sneeze. Then
dispose the used tissue immediately;
 Avoid touching eyes, nose and mouth. Your hands touch many surfaces
and can pick up viruses. Once contaminated, hands can transfer the
virus to your eyes, nose or mouth. From there, the virus can enter your
body and can make you sick;
 Clean and disinfect frequently touched objects and surfaces;
 Inform you supervisor or manager when you do not feel well, especially
if you have a fever, cough and/or difficulty in breathing.

5.2. Additional Precautions

In addition to the above ADD COMPANY NAME have taken additional
measures to prevent employees from catching and spreading COVID-19
disease:

 List all other precautionary measures taken;

For the latest information on precautionary measures taken by ADD

COMPANY NAME, see internal communications.
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 6. PREPAREDNESS

As a regional and international hub for commerce and tourism the

Emirates could be exposed to infectious diseases locally or through
introduction by international travelers, including Severe Acute Respiratory
Syndrome (SARS) (2003), pandemic and avian influenza H1N1 (2009),
Middle East Respiratory Syndrome Coronavirus (MERS-CoV) (2012), Ebola
(2014), pandemic and avian influenza H5N1 (2014), Nipah virus (2018),
COVID-19 (2020) or other unknown emerging infectious diseases as well
as outbreaks of established diseases such as hepatitis, measles, and
yellow fever.

Any acute infectious disease, such as COVID-19 disease, can be expected

to have a significant effect on our clients, ADD COMPANY NAME employees
and at our business at large.

Ministry of Health & Prevention (www.mohap.gov.ae) and Abu Dhabi

Department of Health (www.haad.ae) provide information on current and
emerging communicable disease outbreaks possibly affecting the United
Arab Emirates. Internationally, the World Health Organization prepares for
emergencies by identifying, mitigating and managing risks (www.who.int).

Given the unpredictable nature and the potential severity of the COVID-19
disease outbreak HSE Manager (ADD COMPANY NAME) shall keep himself
informed and inform (senior) management of ADD COMPANY NAME of any
for the public available information.

In addition the Outbreak Control Team meets on a (bi-) daily basis, and
more frequent throughout the day when required, to discuss current
situation and prepare new initiatives to minimize the potential impact of
COVID-19 disease on our clients and ADD COMPANY NAME employees.

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 7. RESPONSE

In case of an acute infectious disease emergency, the Emergency

Management Plan is ‘activated’. It is therefore essential that everyone is
familiar with the content and know what to do and where to go.

7.1. Employee Returns From Leave Abroad

Any employee returning from leave abroad, irrespective of duration of
travel and/or exhibiting signs and symptoms of the virus (i.e. fever, cough,
or difficulty breathing), the manager shall:

1. Inform employee, prior to reporting for duty that he / she will be kept
away from the workplace for a duration of 14 calendar days (self-
quarantine);
2. Liaise and arrange with their HR department for an appointment for the
employee to undergo the coronavirus test;
3. Inform the employee to report to the medical facility for the
coronavirus test;
4. After the coronavirus test, employee to stay at their accommodation
until informed about the test results (maximum 2 days);

a. When test results are negative for COVID-19 disease, employee

return to work;
b. When test results are positive for COVID-19 disease, follow the
procedure under chapter 7.3 ‘When an Employee Is Diagnosed
Positive for COVID-19’.

Note: Employees who can work from home, will be required to do so

during these 14 calendar days of self-quarantine (chapter 7.4.1).

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 7.2. Employee Reports Not Feeling Well or Is
Suspected For COVID-19 Disease

7.2.1. Actions to be taken by the employee

When not feeling well and/or exhibiting signs and symptoms of the virus
(i.e. fever, cough, or difficulty breathing), the employee shall:

1. Immediately inform their manager (HoD) and report sick;

2. Consult a physician as soon as possible for a physical exam and
diagnoses;
3. Obtain a sick leave certificate from the physician and provide their
manager with a copy of the sick leave certificate;
4. Stay at their accommodation / home for the duration of the sick leave
granted;
5. Report back for work once recovered or the first day following the last
day of sick leave granted as per sick leave certificate from physician.

7.2.2. Actions to be taken by the manager

Any employee exhibiting signs and symptoms of the virus (i.e. fever,
cough, or difficulty breathing) or has been exposed to someone with the
virus, the manager shall:

1. Advise any employee who has fever or flu-like symptoms or has been
exposed to someone with the virus to consult a physician as soon as
possible;
2. Based on the physical exam by physician, employee will (a) receive a
sick leave certificate or (b) when the physician has reason to suspect
COVID-19 infection, the employee will be referred for further tests.

a. Depending if sick leave is granted or not, employee to return to

work or to stay at their accommodation, or alternative
accommodation arranged by the manager, when provided with sick
leave certificate until fully recovered;
b. Employee to stay at hospital or medical facility for the duration of
further tests;

i. When test results are negative for COVID-19 disease,

employee to return to work or recover at accommodation
until fully recovered;

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 ii. When test results are positive for COVID-19 disease,
follow the procedure under chapter 7.3 ‘When an
Employee Is Diagnosed Positive for COVID-19’.

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 7.3. Employee Is Diagnosed Positive For COVID-19

7.3.1. Actions to be taken by health care provider

Laboratory testing for COVID-19 disease can only be carried out by
appointed health care providers with accreditation from Ministry of Health
and Prevention (MOHAP). As such, ADD COMPANY NAME engages with
NAME HEALTH CARE PROVIDER / HOSPITAL for COVID-19 disease
testing.

Any employee, tested and diagnosed positive for COVID-19 disease, the
health care provider shall:

1. Report any confirmed COVID-19 disease case immediately to:

Abu Dhabi
a. Abu Dhabi Public Health Centre (ADPHC) through infectious
diseases electronic notification
(https://bpmweb.haad.ae/usermanagement); and
b. Coordinate with ADPHC Communicable Diseases Department to
send laboratory samples (respiratory sample and blood) to Sheikh
Khalifa Medical City (SKMC) for further analysis.

Dubai
a. Dubai Health Authority (DHA) Preventive Medicine Section via
direct phone call +971 56 225 3800 or +971 56 225 6769 or using
patient under investigation (PUI) form.

7.3.2. Actions to be taken by the manager (HoD)

Upon being informed that an employee of ADD COMPANY NAME is
diagnosed positive for COVID-19 disease, the manager shall:

1. Inform client representative on the confirmed COVID-19 disease case,

providing: employee name, staff number and contact details;
2. Immediately remove the employee from the workplace to avoid any
further contact with others;
3. Place the employee under quarantine at a medical facility until fully
recovered.

Note: At medical facility employee will be tested for COVID-19 disease

every 48 hours until 2 consecutive test results come back negative;
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4. Vacate and cordon-off accommodation, if provided by company, and
immediate section of the workplace of the employee diagnosed
positive for COVID-19 disease;
5. Have the workplace and accommodation exposed to confirmed COVID-
19 disease case cleaned and disinfected;
6. Inform direct colleagues of employee diagnosed positive for COVID-19
disease of potential signs and symptoms and arrange for a coronavirus
test;
7. Request employee to provide details of direct colleagues and other
persons he/she engaged with over the previous 2 weeks (contact
tracing);
8. Initiate contact tracing and COVID-19 testing based on information
provided by the employee and the "stone-in-the-pond" principle:

a. First line contacts. Individuals with close and lengthy contact

with the employee tested positive for COVID-19 disease.
Typically persons who share the same accommodation
(apartment);
b. Secondary contacts. Direct work colleagues of the employee
tested positive for COVID-19 disease;

Note: Extent contact investigation to thirdly or less intensive

contacts will take place if transmission under first line and
secondary intensive contacts have been demonstrated.

c. Thirdly contacts. Individuals with incidental or sporadic contact

with the employee tested positive for COVID-19 disease or
individuals sharing the same accommodation (apartment) with a
direct work colleague of the employee tested positive for COVID-
19 disease.

9. Keep in regular contact with the employee(s).

7.3.3. Actions to be taken by HR manager

Upon being informed by either the manager, the health care provider or
Ministry of Health that an employee of ADD COMPANY NAME is diagnosed
positive for COVID-19 disease, the HR manager shall:

1. Initiate pre-approved communication to inform all employees on the

new and actual situation;
2. Inform family members (emergency contact details) of employee
diagnosed positive for COVID-19 disease and provide them with name,
address, and contact information of medical facility;

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3. Liaise with manager to inform direct colleagues of employee diagnosed
positive for COVID-19 disease of potential signs and symptoms and
arrange for a coronavirus test at health care provider in coordination
with Ministry of Health.

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7.3.4. Actions to be taken by service providers
Upon being informed that an employee of ADD COMPANY NAME is
diagnosed positive for COVID-19 disease, the service provider shall:

1. Inform client representative (contact person for service provider) on

the confirmed COVID-19 disease case within their organization,
providing: employee name, staff number and property/work location;
2. Immediately remove the employee from the workplace to avoid any
further contact with others;
3. Place the employee under quarantine at a medical facility until fully
recovered.
4. Have the workplace exposed to confirmed COVID-19 disease case
cleaned and disinfected;
5. Request employee to provide details of colleagues and other persons
he/she engaged with over the previous 2 weeks (contact tracing);
6. Request employee to provide details of property visited/instruments
used with over the previous 2 weeks (contact tracing).

Note: Clients may only allow a service provider employee, previously

diagnosed positive for COVID-19 disease, to return to his/her workplace
after a medical certificate has been provided showing 2 consecutive
negative test results for COVID-19 disease.

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 7.4. Remote-Work Plan

7.4.1. Employee in self-quarantine after returning from leave

abroad
In the circumstances where an employee is placed in self-quarantine (i.e.
upon returning from leave abroad), the employees may be required to
work remotely from home for the duration of 14 calendar days. To be
prepared for an employee to work from home, the manager (HoD) shall:

1. Prior to employee returning from leave abroad decide if and how the
employee can work from home for the time of the self-quarantine;
2. Take the necessary actions to ensure employee can work from home,
i.e. ensure for the employee to have a mobile phone and laptop with
VPN (Virtual Private Network) access to ADD COMPANY NAME network;
3. Establish and agree on methods (phone, email, WhatsApp, etc.) and
availability for online and offline communication with the employee in
self-quarantine;
4. Ensure employee will be productive and will be online and responsive
during normal working hours.

Note: Employee shall ensure that his / her performance will not suffer
due to the remote work arrangements. Therefore, the employee shall
ensure to choose a quiet and distraction free working space, have an
internet connection (when required), adhere to normal attendance and
break schedules, dedicate full attention to the job or task during
normal working hours and will make him- / herself available for online
and offline communication with their manager, colleagues and clientss.
At all times employee shall take precautions to protect against
disclosure or misuse of confidential information that they may possess
as per company policy.

7.4.2. “Vulnerable’ employees

The corona virus can affect anyone, but employees who have (serious)
underlying medical conditions or pregnant women may be at higher risk
for more serious complications from COVID-19 disease. To provide head
office employees of ADD COMPANY NAME within this category with the
option to work remotely, the manager (HoD) shall:

1. Identify employees under his / her responsibility which meet the

criteria set by HR (i.e chronic (long-term) respiratory diseases,
diabetes, chronic heart or kidney or liver disease, chronic neurological
conditions, a weakened immune system, or pregnant women);
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2. Take inventory of what the employees need at a minimum to be able to
work away from the office or alternative work location;

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 Note: All office based employees are provided with a mobile phone
and laptop allowing them to work away from the office (home) or at an
alternative work location.

3. Ensure the employee will be able to work (effectively) from home or an

alternative work location;
4. When required, request for VPN (Virtual Private Network) access to
ADD COMPANY NAME network for employee;
5. Establish and agree on methods (phone, email, WhatsApp, etc.) and
availability for online and offline communication with the employee
working from home;
6. Ensure, when employee works from home, her / she will productive and
will be online and responsive during normal working hours.

7.4.3. Operations suspended for unknown period of time

In the circumstances where (part of) ADD COMPANY NAME have to
suspend operations for an unknown period of time, employees may be
required to work remotely, either from home or from an alternative work
location. To be prepared for a period of mandated remote work, the
manager (HoD) shall:

7. Identify the roles that are most key to the operations and take
inventory of what the employees need at a minimum to be able to work
away from the office or alternative work location;

Note: All office based employees are provided with a mobile phone
and laptop allowing them to work away from the office (home) or at an
alternative work location.

8. Prepare employees for the possibility of operations being suspended

and ensure they will be able to work (effectively) from home or an
alternative work location for a longer period of time;
9. When required, request for VPN (Virtual Private Network) access to
ADD COMPANY NAME network for employee;
10.Establish and agree, when employee works from home instead or
alternative office location, on methods (phone, email, WhatsApp, etc.)
and availability for online and offline communication with the employee
in self-quarantine;
11.Ensure, when employee works from home, her / she will productive and
will be online and responsive during normal working hours.

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 Note: Any decision to suspend operations for an unknown period of
time shall be made by ADD COMPANY NAME (senior) management.

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 8. RECOVERY
Plans to restore the operations back to normal as quickly as possible after
an outbreak of COVID-19 disease shall be planned for during the
preparedness planning stage, the focus being on our clients and ADD
COMPANY NAME employees.

The recovery phase also looks to capture the lessons learned from the
emergency. The Outbreak Control team shall evaluate what worked and
what did not and how the prevention, preparation, and response process
can be improved.

8.1. EMERGENCY RECOVERY

When initial emergency is stabilized, focus shifts from immediate response
and control to recovery of the situation.

8.2. POST EMERGENCY EMPLOYEE WELFARE

It is common that, during an emergency response situation, employees
experience a range of emotions and some level of distress (i.e. disbelief,
numbness, disorientation and uncertainty). It is important that managers
(HoD’s), ADD COMPANY NAME HSE Manager and HR Managers are aware
of the potential impact on the mental wellbeing of employees affected by
the COVID-19 disease outbreak and do the needful to reduce the impact of
these experiences.

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