Key Messaging
As supervisors, be sure to have an open dialogue and frank conversations with your teams about how they’re feeling and their personal circumstances which may affect their work. Each individual will be dealing with a different reality. The transition to physical workplace will be a welcome change for some and create stress or anxiety for others. Some members may continue to be impacted by personal or family health implications, challenging care giver responsibilities, and (lack of) accessibility to social infrastructure (e.g. the availability of daycare and summer camps, the ability to leverage family care plans, public transportation, among others).
The following key messages can be leveraged during team meetings and in communication products as it includes consistent and relevant language across DND/CAF:
Health & Safety Measures
- Although we’ve seen a tremendously successful Canadian vaccination campaign, now to include the booster dose efforts, vaccines alone will not be the panacea to the pandemic.
- Public Health Measures (PHMs) (as outlined in Annex B of the directive) will continue to be enforced for the foreseeable future in DND/CAF facilities, including:
- Non-medical mask use
- Physical distancing
- Testing (asymptomatic)
- Vaccination (boosters)
- If you are conducting business in the workplace, adequate guidance and direction will be provided to you regarding PHMs and Protective Personal Equipment (PPE) if necessary and where appropriate.
- The Rapid Antigen Detection Testing (RADT) program (as outlined in Annex D of the directive) will involve screening in a deliberate manner, prioritizing Defence Team members who have a higher risk of exposure to COVID-19 or work in positions where exposure/infection could have a significant impact on operations.
- DND/CAF asks that personnel who develop COVID-19 symptoms or are a high-risk contact of a positive case, follow workplace or local public health guidance and seek medical care if required.
- The best mitigation and preventive measures, emphasized by the Surgeon General, Canadian Forces Health Services and the Public Health Agency of Canada (PHAC) include:
- Getting vaccinated against COVID-19
- Following public health measures
- Wearing a mask when out in public
- Washing hands thoroughly and often with soapy water and/or using an alcohol-based hand sanitizer
- Practicing cough and sneeze etiquette
- Staying home when symptomatic
- Respecting physical distancing at work, at home, and in the community
- An updated Mask Framework can be found in Annex C of the directive which outlines mask considerations in example settings.
- For more information on non-medical masks and face coverings, visit the Non-medical masks and face coverings web page.
- To help keep yourself and others safe, the Government of Canada is encouraging all Canadians to download the COVID Alert App.
- Each supervisor will be responsible for ensuring that employees are abiding by physical distancing requirements and PPE and PHM guidance within the workplace.
- Should a CAF member feel ill and be experiencing COVID-19 symptoms, they should seek a test at a local clinic/hospital or health services centre if on a military base. They are then expected to follow instructions from medical personnel. CAF members are encouraged to use the Public Health Agency of Canada online self-assessment tool and to follow local medical clinics’ advice if they develop symptoms or they think they need to be tested for COVID-19.
COVID-19 Vaccine
A one-stop-information webpage has been created to provide the latest guidance and updates for all Defence Team members regarding Defence Team vaccination policies, the CAF vaccination rollout, and proof of vaccination for CAF members.
Defence Team (public service employees and CAF members)
- Health Canada approved vaccines are a safe and effective way to help protect Canadians against COVID-19 and from developing related complications associated with the virus.
- All L1s must continue to encourage current and future Defence Team members to obtain the COVID-19 vaccine. Maximum uptake of the vaccine is one of the most important PHMs available and the surest route to decreased restrictions in the workplace.
- In order to reduce the strain on provincial/territorial health systems and to give immunization programs a chance to work, everyone must continue to follow public health measures including social distancing, physical distancing, washing hands frequently and wearing a mask, regardless of whether they have been vaccinated or not.
Specific to public service employees
- Employees who secure an appointment for a COVID-19 vaccine during the work day should use leave code 698, medical and dental appointments.
Specific to CAF members
- In accordance with CDS Directive 003 on CAF COVID-19 Vaccination for Operations and Readiness, CAF members falling into one or more of the sub-categories below must complete the COVID-19 primary vaccine series. L1s will apply this intent to their positions/elements/units and situations.
- SOF High Readiness Forces/Task Forces;
- Ready-Duty Ships/Standby Ready-Duty Ships;
- DART;
- NEO;
- Contributions to NATO;
- Contributions to UN; and/or
- Contributions to bilateral or multilateral partners.
- Any personnel not included in the above Operational Activities who is placed on less than 45 days NTM with a potential to be employed at:
- A location with no/limited access to medical care; and/or
- Locations or nations where vaccination is a prerequisite for entry or operations.
- Any personnel not included in the Operational Activities above serving in locations or nations where vaccination is a prerequisite for entry or operations (foreign Liaison personnel).
- Regardless of their vaccination status, all current and future CAF members are required to attest to their vaccination status using MCS – Monitor MASS. Those who do not complete their attestation will be presumed unvaccinated.
- The CAF has a unique role – it is often called upon to conduct various missions on short notice, domestically and internationally, in locations with their own vaccination requirements, and frequently in austere environments where comprehensive medical support is not readily available. Cases of severe illness or death have the potential to significantly impact the CAF’s operational readiness and effectiveness.
- CAF members are required to maintain a level of physical readiness to ensure they are operationally ready to be deployed, and operational commanders have always set standards such as being up to date on vaccinations against diseases that could render them unable to deploy or as a drain on medical resources once in the field (e.g. risk to mission drawing on MEDEVAC). This has not changed. Operational commanders may continue to set more stringent standards than the Chief of the Defence Staff (CDS) Directive minimum, such as being up to date for COVID-19 vaccination by having a booster within the last six months, based on medical force health protection guidance.
Sustaining activities moving forward
Workplace Flexibility, Leave, and Working Arrangements
- Decisions on changes to day-to-day operations and the reintegration of Defence Team members into the physical workplace will continue to be made at the local-level, based on regional realities, local health conditions, and operational requirements. Resuming in-person business activities across the DND/CAF will be based on a variety of circumstances and will be adapted as required to maintain critical operations and protect personnel. The Defence Team will continue to employ a hybrid workforce where it makes sense, leveraging the success that we have experienced thus far by affording our teammates flexibility. DND/CAF take the safety of members and their families seriously. Reach out to your supervisor or Chain of Command to have important discussions about your situation and needs. DND/CAF will continue to evaluate lessons learned over the pandemic so that the Defence Team can transition to a post-pandemic workplace more resilient than we were before. Remote work, virtual work, hybrid models, and other flexible work arrangements will continue to play a larger role than in the pre-pandemic context. However, given the mandate of the Defence Team, some tasks must be performed on-site to sustain operational excellence and support for the Defence Team. Additionally, team cohesion and productivity can benefit greatly from in-person collaboration. Therefore, the Defence Team must balance flexibility for employees with the manager’s right to manage and sustain operational excellence in a fair and equitable way.
CAF Members
- We will deliberately and incrementally increase our work capacity by safely resuming activities. Attention to detail in establishing and adhering to health force protection measures is paramount.
- We are taking a flexible approach with our people while balancing the need to ensure operational output. Careful consideration will be given to members who have a greater likelihood of severe illness if COVID-19 is contracted or who will experience unique challenges at home if some form of accommodation is not granted. Individual situations and limitations will be supported where possible.
- We must continue to align ourselves with the enduring principles of CAF leadership: know your people and promote their welfare.
- On a situational basis, compassionate leave may be approved to provide you with sufficient time away from your place of duty when such absence is appropriate as a result of urgent and exceptional personal reasons, including but not limited to:
- If you are subjected to a period of observation, without being symptomatic, compassionate leave can be granted in cases where working remotely from home or the observation location is not possible;
- If you live with/care for a member of the vulnerable population or you are experiencing child care challenges.
- If you have been diagnosed with or have a presumptive case of COVID-19 you will be granted sick leave by your health care provider.
- If any of these apply to you, we can talk about the available options. You can also always contact the Administrative Response Centre (ARC) if you need clarity.
Public Service Employees
All Public Service employees must complete a work agreement through the myWorkArrangements application (TBS application portal). If an employees’ working arrangement changes, an amended agreement must be submitted to their manager for approval. More information can be found on the work arrangements website.
More information can be found on the Managers – COVID-19 Flexible Work and Leave - Canada.ca website.
Public Service employees are encouraged to take their leave, in accordance with their annual allotment of leave.
Support for Hybrid Work
- To ensure Defence Team members can work and collaborate with colleagues in a hybrid setting, they need to access their D365 account using the Defence 365 onboarding guides. Once onboarded, they can use D365 tools like Microsoft Teams, One Drive and SharePoint Online to connect and collaborate with colleagues from anywhere at anytime.
- To ensure all Defence Team members have an adequate understanding of workplace requirements, they are encouraged to take the Establishing Effective Virtual Teams (X175) course through the Canada School of Public Service GCCampus web site.D 365 is a Protected A platform permanently available to all Defence Team members and complements the existing enterprise network’s VPN (T-DVPNI). Available on both the DWAN and personal devices, D 365 enables remote work.
- If additional IT assets (extra monitors, docking stations, power cords, etc.) were taken to remote locations during the pandemic, it is highly recommended that these be returned to their onsite office space, as this will facilitate an expedient outfitting of onsite workstations.
- Staff that already have an assigned cubicle can return IT assets directly to their designated workplace. If you do not have an assigned cubicle or designated workplace, you can:
- Outside the NCR: Submit an EITSM Ticket (only available on DWAN) to coordinate the return of their hardware after February 6.
- Within the NCR: Return assets to the DIMEUS kiosk located on the first floor of Building 9 at the Carling Campus.
- Pending further direction, extra computers and equipment will not be supplied for remote work purposes.
- Staff will be able to continue to connect to D365 via a personal device (as well as the through the DWAN and government issued phones) to complete work and collaborate with their colleagues, in the workplace and from home.
- There is no plan to downgrade the T-DVPNI capacity as people return to the workplace.
- There will be no PKI card update required related to returning to the workplace or working from home indefinitely. There will be no need to update PKI passwords either
- If Defence employees have any further questions related to IT equipment they are encouraged to file an Assyst ticket.
Mental Health and Wellness
More information can be found on the Mental Health and Wellness website.
Travel
- Please refer to the CDS/DM Directive on DND/CAF Operating and Reconstituting in a Persistent COVID-19 Environment for a full list of travel restrictions, approval authorities, quarantine leave requirements, considerations, and references.
Specific to public service employees
- Work-related international and domestic travel may be approved through the pre-COVID-19 pandemic process used in DND/CAF provided that the starting, destination and any countries transited do not restrict such travel. Federal or host nation restrictions will be adhered to. The level of authority to authorize such travel is to be determined by the L1.
Specific to CAF members
- Domestic duty-related travel for CAF members may be approved through the pre- COVID-19 pandemic DND/CAF process provided that the starting, destination, and any countries transited do not restrict such travel. Federal or host nation restrictions will be adhered to. However, within Canada, CAF members may be required to do otherwise in the authorized execution of a specific duty, where specific advice has been sought on the activity.
- Domestic Travel for Compassionate Reasons will continue to be applied as per QR&O 16.17. Mandatory quarantine leave can be granted in accordance with the Canadian Forces Leave Policy Manual 5.17 Special Leave ((COVID-19) Mandatory Quarantine) to account for the time in quarantine.
- International and Domestic House Hunting Trips (HHTs) / Destination Inspection Trips (DITs) are permitted only to those destinations where there are no quarantine requirements at destination and, when applicable, quarantine can be completed upon return to origin within the member’s principal residence. However, a member may proceed on an HHT/DIT unaccompanied if there is an exemption for travel in place that permits a military member travelling for the performance of military duties not to quarantine on arrival and, when applicable, quarantine can be completed upon return to origin within the member’s principal residence.
- Non-duty-related domestic and international travel can be approved through the pre-pandemic process used in DND/CAF. Unless stated otherwise at CANFORGENS CANFORGEN 152/20 or CANFORGEN 153/20, all periods of quarantine required by local public health authorities at the travel destination, and at any points in between, must be covered by annual leave or special leave. If required to quarantine upon return to place of residence, chains of command will be responsible for managing whether remote work is feasible for the quarantine period and, if not, annual leave will be required for that period of time (unless the member is granted sick leave).
- International duty-related travel may be approved through the pre-COVID-19 pandemic DND/CAF process provided that the starting, destination and any countries transited do not restrict such travel). Federal or host nation restrictions will be adhered to.
- International Travel for Compassionate Reasons will continue to be applied as per QR&O 16.17.
- HLTAs can be approved in accordance with direction to be promulgated by CJOC, CANSOFCOM and the VCDS in accordance with Military Foreign Service Instruction 10.21.
Questions and Concerns
- Defence Team members have the right to have concerns and ask questions during the Business Resumption Period. If your question has not already been answered on the FAQs page, be sure to reach out to your supervisor who is equipped to guide and support you. If that is not an option, you can submit your question through the Ask Anything: COVID-19 submission box.
- If you are a Public Service employee and have HR related questions, please contact HR Connect HR at 1-833-RHR-MDND (1-833-747-6363) or download the HR Go RH App. They can help answer your questions and or direct you to the right place.
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