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Best Practices Guide – Pre Screening Checklist for TFW Isolating On Farm |page 1
Best Practices Guide Pre Screening Checklist for Employer Self-Isolation Facilities form (ON FARM)
This Best Practices Guide has been created to help you fully complete the required Pre Screening Checklist for Employer Self-Isolation Facilities (isolating on-farm) document as required by Nova Scotia Public Health.
KEY THINGS YOU NEED TO KNOW:
The Pre-Screening Checklist must be completed prior to the arrival of your workers (we suggest you submit it as soon as you get confirmation of a date when workers are arriving)
Please note the camera icon as that is where photos are required with your submission After it is received, Perennia will forward the information on to the Nova Scotia Department of Labour
and Advanced Education for review
All resources (all documents, forms or posters) referenced in this document (federal and provincial) are available from the Nova Scotia Federation of Agriculture at: https://nsfa-fane.ca/covid-19/tfw/ Where available, resources are available in Spanish, as well.
PLEASE NOTE:
It is essential that employers understand their responsibilities regarding TFWs. Remember, as the employer you are responsible for providing your workers with the information they need to ensure their health and safety while in Nova Scotia – this includes education related to COVID-19.
The provincial requirements for employers of TFWs include all federal requirements plus additional requirements from the Province of Nova Scotia.
A working group was established to support you through these unprecedented times. The working group consists of representatives from Nova Scotia Federation of Agriculture, Perennia and Nova Scotia Department of Agriculture. We are here to support you through this and are not responsible for any enforcement or legislation. You remain responsible for your workers.
We are here to help, so please do not hesitate to contact us via email, phone or text with any questions:
o Carolyn Van Den Heuvel – [email protected] or (902)318-8977 (cell)
o Kyla Pierik – [email protected] or (902)698-6873 (cell)
o Rachael Cheverie – [email protected] or (902)324-2178 (cell)
WHEN COMPLETED, PLEASE SEND COMPLETED CHECKLIST AND PHOTOS TO: Sara Bone at Perennia at [email protected] Sara will contact you to confirm your completed submission. If you have any concerns that your submission has not been received, please call her at 902-678-7722 or 902-300-4710.
Best Practices Guide – Pre Screening Checklist for TFW Isolating On Farm |page 2
1. BUSINESS AND FACILITY INFORMATION SECTION:
Complete one form per self-isolation facility
Include the exact civic address of the facility and any nicknames that you may have for the facility (eg: Bunkhouse 1 or Smith Bunkhouse, etc.)
Add civic number at the top of page 2 and 3 of the form so that it is easy to see that the subsequent pages belong to that facility.
2. TRANSPORTATION SECTION:
Indicate how your workers will be getting to the self-isolation location and how many with names in the other details section.
3. DOCUMENTS SECTION:
When you have this section fulfilled, be sure to check all 3 boxes in this section
Best Practices Guide – Pre Screening Checklist for TFW Isolating On Farm |page 3
4. DOCUMENTS AT ISOLATION FACILITY SECTION:
These documents are intended to help you and your workers continually log communications and health.
Print off 14 copies per worker of the COVID-19 Health Screening Form for Workers for each worker prior to their arrival so they will have one for each day to monitor their situation.
Print off enough copies of the COVID-19 Daily Health Screening Log for Employer for you to use to monitor each worker during the 14 days.
Keep these documents on hand and ask your worker to as well should they ever be needed to demonstrate compliance.
When you have this section fulfilled, be sure to check all 3 boxes in this section
5. HYGEINE INFORMATION AND SUPPLIES SECTION:
A photo of the supplies and related infographics is recommended
After printing these posters and information sheets, ensure they are posted and available at the self- isolation facility prior to taking photos so it can be demonstrated that they are present and available.
For the Hygiene Supplies and laundry facility and supplies sections – ensure they are in place. A photo of laundry and another for cleaning supplies will demonstrate that these items are in place.
When you have this section fulfilled, be sure to check all 7 boxes in this section
6. CLEANING AND DISINFECTING COMMINICATION AND SUPPLIES SECTION:
After printing the procedures, info sheet and log, ensure they are posted and available at the self- isolation facility prior to taking photos of various rooms so it can be demonstrated that they are present and available.
Best Practices Guide – Pre Screening Checklist for TFW Isolating On Farm |page 4
It is recommended that the cleaning and disinfecting log be kept on hand and up to date should it ever be needed to demonstrate compliance.
When you have this section fulfilled, be sure to check all 4 boxes in this section
7. COMMON AREA COMMUNICATION SUPPLIES AND LOGS SECTION:
A photo of the common area is required
Physical distancing is required for workers while they are in self isolation so be sure to show that the furniture is configured in a way that enables workers to social distance while in common areas.
If you need to make a comment to further explain Furniture position in your photo – please do so (eg. There are seats in common area for 6 workers but only 3 will be in this facility and we will communicate this to the workers Or eg. There will be no more than 5 workers at a time with 2m+ physical distancing requirement communicated to workers)
When you have this section fulfilled, be sure to check all 4 boxes in this section
8. BATHROOM COMMUNICATION AND SUPPLIES SECTION:
A photo of each bathroom is required.
After printing this poster and information sheet, ensure they are posted and available in the bathroom with hygiene supplies present prior to taking photos so it can be demonstrated that they are present and available.
When you have this section fulfilled, be sure to check all 3 boxes in this section
9. BEDROOMS COMMUNICATION AND SUPPLIES SECTION:
A photo of each bedroom is required.
After printing these posters, ensure they are posted and available in the bedrooms prior to taking photos so it can be demonstrated that they are present and available.
Best Practices Guide – Pre Screening Checklist for TFW Isolating On Farm |page 5
Be sure to show that the beds are configured in a way that meets the bed spacing requirements. We have seen some photos with a measuring tape in the photo. If more than one bed is in a room and only one worker is in that room – note that on your checklist for reference.
When you have this section fulfilled, be sure to check all 3 boxes in this section
10. KITCHEN COMMUNICATION, SUPPLIES AND LOG SECTION:
A photo of the kitchen (or kitchens) that shows the aspects noted above is required
Physical distancing is required for workers while they are in self isolation so be sure to take a photo that shows how the workers can demonstrate physical distancing while in the kitchen. (eg a photo with a description of how workers will cook in shifts during self-isolation period or only a certain number will sit at the table at a time, etc)
When you have this section fulfilled, be sure to check all 9 boxes (7 in one and 2 in other) in this section.
11. IF A WORKER GETS SICK SECTION:
Add any details of the alternate space plan for a sick worker to isolate (eg. At what alternate location)
A full package of information, info graphics and posters for each worker, coupled with your verbal instruction and training as required would give the worker a toolkit of information including:
o A process in place for the worker to do the online assessment or contact 8-1-1 o The consulate Contact information available for all workers o A health Screening log available for any worker who may become ill
When you have this section fulfilled, be sure to check all 4 boxes in this section
Best Practices Guide – Pre Screening Checklist for TFW Isolating On Farm |page 6
12. SIGNATURE SECTION:
Please be sure to sign, print your name and add the date.
SPECIAL NOTE ABOUT PHOTOS:
The camera symbol has been added to the sections that require photos. More than one photo may be required for these sections. Please be sure to look closely to see what is required. It is always better to err on the side of caution and send in too many rather than too few.
To help ensure that all the photos that are required are included in your submission, it is recommended that you rename any individual photos to match the room or area that you are showing. (eg. Smith Farm Bedroom 1; Smith Farm Kitchen; Smith Farm Common Area, etc.)
If you have more than one location (which means you are completing more than one of these checklists), please also differentiate the photos by Civic Address. (eg Smith Farm Bedroom 1 - 100 Main; Smith Farm Kitchen - 100 Main; Smith Farm Common Area - 100 Main, etc.)
For those who wish to send in forms embedded in a word (or other) document or pdf with appropriate photos and labels within – we welcome that as well. Those types were very easy to deal with in the past and most appreciated.
Please send your completed checklist to Sara Bone at Perennia at [email protected]
