COVID-19

Working from Home Guide July 2020

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Table of Contents Flexible Working Arrangements ....................................................................................................................................... 3

Alternate Working Arrangements Flow Chart .................................................................................................................. 4

Work, Health & Safety Fact Sheet ..................................................................................................................................... 5

Working from Home FAQ .................................................................................................................................................. 7

Support for employees Working from Home ................................................................................................................... 8

Appendix 1 Working from Home – Manager’s Guide ...................................................................................................... 9

Appendix 2 Hours of work agreement ............................................................................................................................ 11

Appendix 3 Duties Agreement ....................................................................................................................................... 12

Support Guidance Material

CHQ Work Health, Safety and Wellbeing – Work from Home procedure (CHQ-PROC-20010)

CHQ Work from Home Agreement (CHQHHS-WHSFRM-13) – for greater than 14 consecutive days

Qld Health Telecommuting Safety Checklist – for under 14 consecutive days

CHQ Working from home Fact Sheet

Chief Health Officer Advice

Employee leave options for leave due to COVID-19

Vulnerable employees Guideline

Pregnant employees Guideline

Support for employees affected by Novel Coronavirus

Queensland Government Roadmap to easing Queensland’s restrictions

COVID – Safe public transport plan

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Flexible Work Arrangements To ensure our people stay safe for themselves, their families and the children and young people we care for, CHQ

employees are encouraged to continue working flexibly, where approved and appropriate.

Working from Home (WFH) is one of the flexible work arrangements available to employees, subject to the organisational requirements as outlined in CHQ Work Health, Safety and Wellbeing – Work from Home procedure (CHQ-PROC-20010). WFH requests are subject to delegate approval and must not detract from business continuity and patient care.

Employees are encouraged to speak to their line manager about strategies and alternative models of working. These may include new ways of working both at a CHQ facility and off-site (including WFH or another Qld Health facility).

The process to request WFH or other flexible working arrangements requires employees to make a request to their manager for consideration and relevant delegate approval. Decisions in relation to flexible working arrangements are to be made within 21 days of receipt of the request, if not sooner. When considering a WFH request, managers should consider:

• The employee’s ability to complete meaningful duties to support service delivery (including appropriate ICT access);

• How workplace health, safety and wellbeing will be maintained;

• If the request will impact on CHQ’s ability to meet operational and/or clinical requirements; and

• If the request will impact on CHQ’s ability to maintain high-quality care and patient outcomes.

The Department of Health (DOH) QHEPS page provides information about short-term WFH arrangements due to COVID-19 including:

• For arrangements no longer than 14 consecutive days, the line manager and employee are to formalise the WFH agreement in an email (including how their health and safety is to be maintained). The Telecommuting Safety Checklist should be completed and a copy of this should be emailed to CHQ_People&Culture@health.qld.gov.au

• For arrangements longer than 14 consecutive days, the CHQ Work Health, Safety and Wellbeing – Work from Home procedure (CHQ-PROC-20010) should be followed and the CHQ WFH Agreement (CHQHHS-WHSFRM-13) must be completed. A copy of this should be emailed to CHQ_People&Culture@health.qld.gov.au

Please note, if an employee is required to self-quarantine but is well enough to work, they should discuss the option of WFH for the quarantine period with their Line Manager.

CHQ Employees who live outside of Queensland The Chief Health Officer (CHO) has released Border Restrictions Direction (No. 11). Clinical staff are not currently

listed as an exemption in the border direction schedule. This means that affected CHQ staff who live in New South

Wales will be unable to travel to the QCH or CHQ facilities for work, unless they are granted ‘specialist health

worker’ exemption by the CHO. Affected employees should discuss working from home arrangements with their line

manager. If working from home arrangements are not operationally feasible, managers should contact their Senior

HR Consultant to discuss leave options.

Please refer to appendix 1 – Working from Home – Manager’s guide.

Further Questions

For any further information on flexible working arrangements including WFH please contact People and

Culture at CHQ_People&Culture@health.qld.gov.au or your Senior HR Consultant.

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Alternate Working Arrangements Flow Chart

NOTE: Other flexible working arrangements/ reasonable adjustments may be available for pregnant and vulnerable employees (i.e. alternate

duties, telehealth appointments only etc.). Vulnerable and pregnant employees should discuss the appropriateness of these options with their

line manager. Managers and Employees should refer to the vulnerable and pregnant employee guidelines.

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Work, Health & Safety – Working From Home Fact Sheet

NOTE: this Fact Sheet should be read in conjunction with the CHQ Work Health, Safety and Wellbeing – Work from Home procedure (CHQ-

PROC-20010).

What are the risks when working from home?

Health and safety risks associated with working from home are similar to working in an office environment. These

include but are not limited to significant risk of injury from electrical, slips and trips, fire, and ergonomic hazards.

Is my home a workplace? An employee’s home is deemed a workplace for the defined time they are working from home. As with any

workplace, CHQ has a duty to ensure, so as far as reasonably practicable the health and safety of employees while

working. Employees have duty to ensure that their workspace is maintained in a safe condition during this

agreement. It is important to ensure that defined working times are agreed between employees and managers and

communication of any changes are notified in a timely manner.

Employee responsibilities

All industrial instruments, policies and standards continue to apply to employees while working from home.

Employees must ensure they complete the following key tasks:

• Keep workspace clear and free from obstacles or trip hazards and ensure adequate light and ventilation.

• Report all hazards and incidents via RiskMan. If RiskMan cannot be accessed, employees are to report to

their line manager who can enter the incident on their behalf.

• If a risk of harm to the employee’s physical and/or mental health and safety arises, the employee must

consult with their manager about ways this harm can be eliminated or minimised.

• Employees must ensure the information around managing hazards at home in the CHQ Work Health, Safety

and Wellbeing – Work from Home procedure (CHQ-PROC-20010) are complied with.

Communication

It is important that line managers and employees participate in regular communication and discuss any issues that

arise from working at home. Line managers should ensure employees are supported and clear expectations of their

roles are clearly communicated and understood.

Ergonomics and workstation set up

It is very important to ensure a correct set up of the workstation is completed to prevent musculoskeletal injuries.

Employees should only work from suitably set up workstations as outlined in the ‘Computer workstation set up’

section of this fact sheet.

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Computer workstation set up

An appropriate workstation set up can

reduce potential discomfort or injury

that can be caused by static or

prolonged postures and repetitive

tasks.

Monitors and laptops

• Position the monitor/s so that you do not need to twist your neck, tilt or arch your head or back.

• If using one monitor, position it about one arm’s length away and directly in front of you.

• The top of the monitor should be level with or slightly below eye level.

• Reduce any screen glare and shadowing. Adjust the window coverings and provide additional task lighting to

suit.

• If using a laptop for long periods of time, use a separate full-sized keyboard, mouse and monitor, or a laptop

stand.

Hazard management at home

Electrical

• Plugs and sockets are not damaged and use power boards with in-built “safety switch”. Double adaptors and

“piggyback” plugs should not be used.

• Ensure safe and neat storage of cords/cables/phone lines.

Wellbeing and fatigue

• Encourage support/interaction between team members. Report any fatigue issues.

• Ensure minimum legislated breaks are taken and industrial instruments are not breached.

Environment

• Walk-ways clear of clutter and trip hazards (e.g. trailing electrical cords, boxes, pets, rugs, etc).

• Work area is segregated from other hazards in the home (e.g. hot cooking surfaces in the kitchen).

• Path to exit is reasonably direct, free from trip hazards and not obstructed, to allow easy exit in case of fire.

• Light - work easy to see and the light is comfortable for your eyes; eliminate glare.

• Noise - minimal distracting/disruptive noises.

• Temperature - comfortable range for working.

• Smoke detectors are installed, working and properly maintained.

Contact

Work, Health & Safety – People & Culture

CHQ_safetywellebing@health.qld.gov.au

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Working from Home during COVID-19 - FAQs

I work in a non-clinical space and have been working at home. Does the Stage three

relaxing of restrictions mean that I must stop working from home and return to work?

To ensure CHQ stays COVID-safe, non-clinical employees who have arranged to work from home to maintain

business continuity and support social distancing measures should continue to do so, unless otherwise directed by

their line manager.

I am a clinician and some of my duties can be completed remotely. Should I work from

home in my non-clinical time?

To ensure CHQ stays COVID-safe, clinical employees who have non-clinical work that can be completed at home can

apply to their line manager to work from home. Managers should assess if this can be operationally supported (refer

to alternate working arrangements flow chart and Appendix 1 WFH - Manager’s Guide).

My request for flexible work arrangements has been approved. What do I need so I can

work effectively from home?

To work from home, you need to have access to the right systems, software, files, forms, templates and resources

you need to do your job remotely. The level of access you require to complete your job at home depends on your

role and the type of applications you use. Speak to your line manager about ICT access, workplace health and safety,

and operational and/or clinical requirements. If there are issues that may affect your ability to work from home (i.e.

no remote access or problems with home internet) that mean you cannot complete required tasks, then employees

may need to talk to their manager about other options (i.e. accessing leave or flexibility options on site).

What if I or my children are at home unwell? What if I prefer to keep my children at home or

can’t get childcare? Can I still work from home?

You are encouraged to discuss anything that may impact upon your ability to work from home with your line

manager. If employees are required to provide care to family members that may detract from their ability to

effectively complete their duties, then other forms of leave may need to be considered (i.e. carer’s leave, annual

leave, special pandemic leave etc.). Managers can contact their Senior HR Consultant for further guidance.

As a manager, how can I effectively manage a workforce who are WFH?

Once a WFH arrangement is approved, it is reasonable for line managers to ask employees what work they will do, outline how they will ensure employees are productive and check in on team members regularly to talk about outcomes and wellbeing. Managers and employees can use the CHQ Hours of work agreement (Appendix 2) and Duties agreement (Appendix 3), to document WFH arrangements and expectations.

Managers should ensure that employees understand the importance of cyber security from home and expectations

in relation to videoconferencing etiquette, etc. Managers can check TEACHQ to ensure Cyber security mandatory

training is up to date.

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Support for employees Working from Home during COVID-19

Managers

• Think about how you can continue to be visible and accessible to your team during this busy period. You could ask for support from other leaders or team members who can also look out for your team.

• Regularly check in with people and ask if they are okay. Particularly check in with those in your team who may be more vulnerable, including those who care for at-risk individuals at home and may be anxious about ‘bringing something home’.

• Make it safe for employees to speak with you to discuss any concerns about their health and wellbeing, or the wellbeing of others. Thank employees for sharing any concerns.

• Stay connected with people working from home or on leave due to COVID-19, so they don’t feel isolated. E.g. dial-in employees for huddles, set aside time on a periodic basis (i.e. once a week) for you or another team member to call those working from home to check in.

• Promote a culture of support; encouraging team members to check in with each other.

• Remember that in order to successfully lead a team through COVID-19, you must also ensure you are looking after yourself (refer to the DOH self-care factsheet for line managers).

Employees

• When working from home, try to maintain a healthy balance by allocating specific work hours, taking regular breaks and, if possible, establishing a dedicated workspace.

• Engage in healthy activities that you enjoy and find relaxing.

• Keep regular sleep routines and eat healthy foods.

• Try to maintain physical activity (if working from home you'll probably be more sedentary than usual, so make time for exercise).

Please refer to the DOH COVID-19 wellbeing QHEPs page, for additional support material.

All CHQ employees can access the Employee Assistance Program (EAP) on 1800 604 640.

Appendix 1

Working from home – Manager’s guide

Working from home requests due to COVID-19 will be considered and prioritised under three categories*

Group 1 - Employees required to self-quarantine Group 2 - Vulnerable employees Group 3 - All other employees

Employees may be required to self-quarantine in accordance with Chief Health Officer public health directions, for example (but not limited to) when an employee:

• returns from overseas travel;

• has had contact with a confirmed case;

• has travelled to a COVID-19 hotspot within the last 14

days etc.

Managers should refer to the Support for employees affected by COVID-19 Guidance Note or contact People and Culture for additional information.

Some groups have been identified as being at higher risk from COVID-19 within the COVID-19 Vulnerable employees guideline and COVID-19 Pregnant employees guideline. Employees with vulnerable household members may also be considered under this category.

Managers and Employees should refer to the Department of Health Vulnerable Employees QHEPs page for additional information.

All other employee falling outside of groups 1 and 2 Due to increasing social distancing measures in response to COVID-19, and in accordance with the evolving Queensland Government advice it may become appropriate for employees falling outside of categories 1 and 2 to WFH.

Group 1 requirements

• Employee should provide evidence of requirement to self-quarantine i.e. flight ticket, contact tracing communications etc.

• Employee must be well enough to perform work from home

• Work unit must have meaningful work for employee to perform remotely

• Employees must be able to remotely perform their role effectively

Group 2 requirements

• Employees may be required to present a medical certificate confirming a health condition exposes themselves or a household member to a higher risk from COVID-19

• Reasonable adjustments that may eliminate or mitigate the risk from COVID-19 should be considered in the first instance

• WFH arrangement must not affect business continuity and patient care, and approval is subject to operational requirements

• The work unit must have meaningful work for the employee to perform remotely

Group 3 requirements

• WFH arrangement must not affect business continuity and patient care, and approval is subject to operational requirements

• The work unit must have meaningful work for the employee to perform remotely

• Employees must be able to remotely perform their role effectively

• Employees must be able to remotely perform their role effectively

• Where a WFH arrangement is unable to be approved, an employee may access accrued leave

Application process

• Written request to manager to work from home during mandatory quarantine period

• Employee and manager to document expected work output by email

Reference should be made to the Telecommuting safety checklist, however there is no requirement to complete and submit, if WFH arrangement is 14 days or less.

Application process

• Written request to line manager including evidence of age and/or health status

• Employee and manager to create a work plan detailing daily work tasks

• Subject to regular review

Return completed Telecommuting safety checklist (if < 14 days) or the CHQ WFH Agreement (CHQHHS-WHSFRM-13) (if > 14 days) to CHQ_People&Culture@health.qld.gov.au.

Application process

• Written application to line manager outlining reasons

for request

• Employee and manager to create a work plan detailing daily work tasks

• Subject to regular review

Return completed Telecommuting safety checklist (if < 14 days) or the CHQ WFH Agreement (CHQHHS-WHSFRM-13) (if > 14 days) to CHQ_People&Culture@health.qld.gov.au

Duration – Up to 14 days Duration – as agreed between employee, line manager and delegate

Duration – as agreed between employee, line manager and delegate

Notes:

The process noted above is to provide clarity to managers around how these arrangements may be applied throughout the organisation. This guide should be read in conjunction

with the information provided on the Department of Health QHEPs page in relation to vulnerable employees and alternative working arrangements and the rest of this guide.

To ensure the consistent and equitable application of WFH arrangements across CHQ:

• WFH arrangements for Administration professionals – Must consult with the relevant Manager and obtain approval from the relevant delegate (level 3B or higher)

• WFH arrangements for Medical Officers and Health Practitioners – Must consult with and obtain approval from the relevant Divisional Director

• WFH arrangements for Nurses – Must consult with the relevant Nursing Director and obtain approval from the relevant delegate (level 3B or higher)

*Managers should check the CHQ HR delegations dashboard to confirm delegation for approving requests

*Employees falling outside of categories 1 to 3 may apply for a flexible working arrangement in accordance with the Flexible Working Arrangements Policy.

Appendix 2

Hours of work agreement

Day Spread of Hours Breaks

Start Finish Start Finish

Week 1

Monday

Tuesday

Wednesday

Thursday

Friday

Week 2

Monday

Tuesday

Wednesday

Thursday

Friday

Note: The hours of work must be worked in the spread of hours stipulated in the relevant industrial instrument.

Note: This does not replace the requirement for employees to keep and submit a timesheet.

Appendix 3

Duties agreement

Agreed work activities Fortnightly review comments

Example:

Data analysis and reporting preparation for XX project

Data analysis complete. Consultation with key stakeholders in relation to report has commenced.