Emergency Policy

1. Emergency Policy It is the policy of Kids First Association that in cases of emergency the organization have procedures in place that: 1. Protect staff, participants and volunteers of the Project; 2. Protect the assets of the Project; 3. Ensure critical services continue; 4. Protect the reputation of the Project; and 5. Adhere to local, provincial and federal state of emergency guidelines

2. Pandemic Policy It is the policy of Kids First Association that when the pandemic alert has been moved to Phase 4 by the World Health Organization (WHO) staff, volunteers and participants should be encouraged to promote basic infection control practices. These include frequent hand washing, covering your nose and mouth when you sneeze and keep common surfaces disinfected.

3. When the pandemic alert is moved to Phase 5 special attention will be given to those that are displaying illness. In particular, staff that are showing signs of illnesses need to be told to stay home to prevent the spread of illness. The policy regarding participation of sick children needs to be followed and communicated with families. Special attention should be made to clean common surfaces.

4. It is the policy of Kids First Association that when the pandemic alert has been moved to Phase 6, Centres and programs could be shut down depending on the level of infection in the community. Decisions to shut down programming will lie with the Executive Director or, in extreme cases, may be determined by local or provincial authorities. In the case that the programming is closed staff will be advised as to their job duties and where these duties are to be performed. During these circumstance staff may require time to take care of sick children and relatives. There will be no consequence to staff salary and benefits during the 14 days. In the case of long periods of absence (over 14 days) the Executive Director will review individual cases and make recommendations.

5. Incident Team Roles and Responsibilities The Financial Administrator is responsible for the following roles and processes: • Maintain daily cash funding of all essential Project processes; • Ensure payroll continues as is determined by Projects policy on payroll continuation in times of emergencies; • Prepare and maintain a cumulative cost report for the event; • Contact vendors affected by closure of Project activities; • Collect and maintain documentation on all disaster information for reimbursement from private insurance carriers, or municipal, provincial or federal disaster assistance; • Ensure payment of all outstanding bills, in order of priority sequence; and • Other duties as assigned by the Executive Director.

6. Incident Team Roles and Responsibilities Program Coordinator Staff are responsible for the following roles and processes: • Report to work as usual (unless instructed by Executive Director or local, provincial, federal emergency services); • Perform duties as instructed by Executive Director; • Activate phone tree to contact participants of programs to inform them of programs being cancelled; • Ensure process such as milk delivery and other essential service continue when possible; • Prepare for resumption of program delivery when it becomes possible; • When possible be on duty to answer phones and inquires; and • Other duties as assigned by the Executive Director.

7. Illness of staff or immediate family members • If a staff member is displaying any sign or symptoms of the flu it is required that the staff person incubate themselves from work for a minimum 7 day period. This is essential to prevent further spreading of the virus to participants and other staff members. If it is a mild case and the staff person is able they are encouraged to have some work available at home. • If a or a member of their immediate family (living in the same household sharing kitchen and bathroom facilities) is displaying any symptoms staff should practice home preventative methods to help reduce the risk of being sick. If their children are ill the staff person should remain home if no other care is available. In the case where staff are staying home with sick family members sick time, personal days or vacation time should be used in these circumstances.

8. Participants • It is important that participants receive the appropriate up to date information regarding the pandemic and are also aware that Kids First Association has reverted to Emergency Policies and Procedures and some changes will be made to operations that will affect them. Participant information packages will be made available to all participants. These packages will include: • 1. The most up to date information on the pandemic; • 2. Information on how to protect themselves and their families; • 3. List of policies changes that may affect programming. Which includes? • → Hand washing; • → Closing of programs; • → Restrictions on participation when ill. • → Communication • 4. Listing of places in which they can receive additional information. • It is important that all staff make themselves aware of the pandemic information that is being received from both the Public Health Agency of Canada and provincial and local healthcare officials. Therefore they have the correct information to share with participants.

9. Sanitization • In times of pandemic influenza preparedness it is very important to ensure that staff and participants are extra vigilant regarding sanitization and cleaning of shared surfaces. • At the minimum three times a day the following services would be disinfected using either disinfectant wipes or bleach/water mixture: • → All door handles; • → Phones and receivers; • → Bathrooms; • → Baby scales; and • → other surfaces as identified • Although toys are cleaned on a regularly scheduled basis it is important to have this process happen more frequently during a pandemic. Toys should be wiped down daily and all hand to mouth toys placed in a bin for cleaning at the end of the day.

10. Snacks • Sharing of food and drink needs to be restricted in times when a pandemic has been declared to reduce the risk of exposure to the virus or illness. One staff person will be assigned to distribution of snack to all participants in their program. When this cannot be done efficiently separate utensils should be given to adult participant to distribute food to themselves and the children in their care.

11. Closing programs • In times of pandemic there is the possibility that programs will need to be cancelled and centers closed. Typically Kids First Association follows the school system in closures and will continue to follow this process during a pandemic. Therefore when school announce closures all program within that area will also be closed. Given the vast geography of the project it may occur when programs are closed/restricted in one community but remain open in to other communities not affected. In these cases staff are still responsible to deliver programs in non-infected areas. If the staff person is ill and cannot perform this duty when possible another staff person will assume program responsibility.

12. Communication • Effective communication is necessary for staff and participants. Each Coordinator is responsible for maintaining contact information for those involved in their programs. These contact lists should be available in both the centers and the home of the staff person. Other staff need to be aware where this information is located. • It is the responsibility of the individual staff members to contact participants in their programs when closure is necessary. When the individual staff person is unable to compete this task other coordinators can be assigned this duty. • In cases where staff members need to be contacted the Executive Director has a complete list of home numbers and emergency contacts for all staff. The Executive Director may assign some of these duties to other staff (see attached form for contact information for all staff). • If centers have been closed and travel has been restricted (staff are working from home if possible) communication will be web-based. Daily updates will be posted by the Executive Director on our secure website. (see attached for instructions on how to access this site). If the Executive Director is not able to provide such updates another staff person will be assigned this duty.In the case where the center is closed and travel is restricted it is the responsibility of the assigned Coordinator to change the message on the phone system so that people calling are aware that the organization is closed. The Coordinator in charge is also expected to check message daily. • In this case it will also be necessary to communicate to local vendors (milk delivery, paper, mail etc) that the centre is closed. It is the responsibility of the assigned coordinator to ensure that this occurs in a timely fashion.

13. 1. Rural communities • In rural communities where outreach programs occur there may be isolated pockets of illness. Typically staff are made aware of this situation by other members of the community. Although the school system has not announced a closure it may be necessary to close the program until the situation stabilizes. In these cases the following steps will be taken: • 1. The Coordinator will contact the Executive Director; • 2. Collectively the decision is made to cancel the program; • 3. The Coordinator contact participants to advise them that the program is temporarily closed; • 4. Local public health officials are notified; • 5. The situation is reassessed in 7 days; • 6. If the situation improves and/or health officials has determined that the community is no longer restricted programming will continue; • 7. The Coordinator will notify participants that program will reassume.

14. 2. Reporting to work • When programs/services are closed staff are still required to report to work. Duties will be assigned as necessary by the Executive Director. Staff are required to prepare for this possibility. In addition staff are required to be prepared for the possibility of working from home. Therefore each staff person is required to have work prepared for home. Given that travel restrictions could be implemented quickly this work should be kept at home or transferred daily from work to home.

15. 3. Travel Restrictions • In cases where travel has been restricted by EMO and staff cannot report to work it is expected that staff will continue to work from their homes. It is assumed that staff have already prepared for this possibility as noted in the above policy.

16. 4. Specific guidelines for Guysborough • The Guysborough County office location is also designated as an emergency shelter so it is possible that we will have to vacate the space for emergency personnel. In this case it is expected that staff have implemented a plan for storage of some program material in the storage unit on the property. In addition staff will have prepared work that can be easily transported to their homes and communication will continue with the staff team. The phone message will be changed to inform callers of the change in location and if necessary the phone number will be redirected either to another functioning Kids First center or to another number as designated.

17. Payroll

18. Permanent Staff • Payroll for permanent staff will continue to be paid regular contracted hours in all cases of emergency. Payroll will continue for 14 days and at that time if the organization is still not operating or if the staff person is unable to report back to work the Executive Director will review individual cases and make recommendations to the Board of Directors.

19. Casual Staff • In the case of casual staff where hours fluctuate payroll will still continue but will be done on calculation of an average workweek hours. Payroll will continue for 14 days and at that time if the organization is still not operating or if the staff person is unable to report back to work the Executive Director will review individual cases and make recommendations to the Board of Directors.

20. Payroll duties • Payroll will be continue to be the sole responsibility of the Regional Financial Administrator. In the cases where he/she is unable to complete the task because of illness or other challenges the Executive Director will assume the responsibility.

21. Home Visiting • Regular policies and procedures will continue during a pandemic in terms of occupational health and safety in home visiting. However staff reserve the right to ask the family before the visit if anyone in the home is presenting symptoms. If there are symptoms staff are not to make the home visits but provide the support necessary for the family through phone supports and referrals to health professionals.

22. Home Visiting Check List • This form is to be used for screening clients prior to visiting. • Do you or anyone living in your home have a new or worse cough? • Yes ____ • No ____ • 2. Are you or anyone living in your home feeling feverish or have had chills in the last 24 hours? • Yes ____ • No ____ • 3. Do you or anyone living in your home have any of the following symptoms, headache, body aches, severe fatigue, sore throat or lack of appetite? • Yes ____ • No ____ • Note: Some people, such as newborns, the elderly and those who are immunocompromised, may not develop a fever. • If a client’s answered yes to questions 1 or 2 AND question 3, ask the date their symptoms started. • Date Symptoms Started ______________ • People are contagious when they develop their symptoms and up to 7 days after they get sick. Therefore calculate 7 days after the date symptoms started and do not schedule a visit the home until after that date. • Date (seven days after symptoms started) _____________________ • Call before the newly scheduled visit to ensure no other family members are showing symptoms. If there are new cases in the family follow the same as above.