COVID-19 in federal corrections: Frequently asked questions for employees

Updated on April 9, 2021

Find answers to the questions that employees of the Correctional Service Canada (CSC) are asking about COVID-19:

• general information
• responsibilities and rights
• manager responsibilities
• employees responsibilities
• working remotely
• leave requests and benefits

General information

• Q1. Where can I learn more about COVID-19?

  You can visit this site for more information about the virus and the Government of Canada’s actions:

  • Canada.ca/coronavirus

  These webpages also have dedicated information for Government of Canada employees:

  • CSC's Hub webpage
  • Information for Government of Canada employees: Coronavirus disease (COVID-19)

  Additionally, you can also contact the Government of Canada’s information line at 1-833-784-4397.

• Q2. What should I do to avoid getting this virus?

  Public service employees should follow the advice provided by the Public Health Agency of Canada to the general population:

  • Public Health Agency of Canada

  The best way to prevent the spread of infections is to:

  • wash hands thoroughly in warm soapy water for at least 20 seconds or use of alcohol-based hand sanitizer if water and soap are not immediately available
  • avoid touching your face (e.g. eyes, nose and mouth), especially with unwashed hands
  • staff and contractors in:
    • all CSC institutions and community correctional centers (CCC) are required to wear masks at all times
    • all other CSC locations are required to wear masks at all times, unless they are in a closed space by themselves
  • keep common surfaces clean
  • stay home if you are ill
  • avoid close contact with people who are sick
  • use alternative forms of greeting someone, other than shaking hands
  • clean and disinfect your workstation regularly, and
  • maintain a two-metre distance from others
• Q3. What is the definition of "close contact"?

  A close contact is defined as:

  1. An individual who has greater than 15 minutes face-to-face (within two meters distance) contact with a case/symptomatic individual, in any setting (this may be cumulative, i.e. multiple interactions)
  2. Healthcare workers who have not worn appropriate PPE or had a breach in PPE during these exposures to a symptomatic individual:
     • health care workers performing assessments, vital signs, etc.
     • direct contact with the symptomatic individual, their body fluids or their laboratory specimen
     • present in the same room, without appropriate PPE, when an aerosol generating procedure is undertaken on the symptomatic individual
  3. Individuals in the same accommodations sharing:
     • kitchen
     • bathroom facilities
     • living area
  4. inmates in the same:
     • range
     • living unit, or
     • cell
  5. correctional officers who had prolonged close contact for more than 15 minutes (within two metres) with a symptomatic individual and who have not worn appropriate PPE or had a breach in PPE during these exposures to the symptomatic individual while:
     • performing:
       • physical searches
       • pat downs
       • finger printing
       • interviewing
       • home visits, etc.
     • direct contact with the symptomatic individual, their body fluids
  6. contacts who have shared a closed space with a symptomatic individual for longer than two hours, taking into consideration the size of the room, ventilation and the distance from the case/symptomatic individual.
• Q4. Why is so much attention being paid to hand hygiene?

  The Public Health Agency of Canada has indicated that hand washing with soap and water is the best defense against common infectious diseases. Should soap and water not be readily available, employees should be encouraged to use hand sanitizer. Scent-free hand sanitizers should be available to employees in the workplace when soap and water are not readily available.

• Q5. Where should employees seek guidance regarding workplace risk of exposure to the COVID-19?

  Employees who are concerned about their health and safety should consult with their manager to discuss their concerns.

  PHAC has assessed the public health risk associated with COVID-19 as varying between and within communities, but given the increasing number of cases in Canada, the risk to Canadians is considered high. Health Canada notes that most federal employees are at no higher risk of contracting COVID-19 relative to members of the general public. PHAC monitors the overall risk to Canadians and posts updates, as needed, to:

  • Coronavirus disease (COVID-19): Outbreak update

  CSC’s Health Services Sector is also monitoring public health data regarding COVID-19 in all communities where there is a federal institution, community correctional centre, or parole office. Every week, Health Services analyzes the data and prepares a community surveillance situation report that is shared with regional and local occupational and health safety committees.

Responsibilities and rights

• Q6. Who is responsible for employees' occupational health and safety?

  Under the Canada Labour Code, Part II, the employer (represented by the manager/supervisor) is responsible for the occupational health and safety of his/her employees.

  Under the Code, employees also have a role to play to ensure their own occupational health and safety as well as the occupational health and safety of other employees and any person likely to be affected by their acts or omissions. This includes members of the public visiting a federal workplace.

  In keeping with Public Health advice and in order to minimize the risk of spread within worksites, CSC has implemented a contact tracing protocol. This ensures that any close contacts of an offender or staff who has symptoms of COVID-19 and who has recently been in one of our sites or workplaces is identified. Employees may be contacted by local, regional or national contract tracing leads who work within the Health Services Sector.

  When the employee works in an institution or CCC, the manager will contact the regional contact tracing lead and Health Services so that they can begin the contact tracing protocol in accordance with the Manager’s Guide COVID-19: Contact Tracing of Symptomatic Employee/Contractor.

  For employees who do not work in an institution or CCC, contact tracing will be performed by:

  • the local public health authority
• Q7. How is the Government of Canada working to protect its employees?

  The Government of Canada is providing information to its employees on how to protect themselves against COVID-19 including general public health information provided by:

  • the Public Health Agency of Canada

  Individual federal public service organizations are responsible for providing specific information to their own employees to address unique organizational circumstances.

• Q8. What is the Government doing to protect employees working and travelling abroad?

  Visit 2019 novel coronavirus: Latest travel advice for up-to-date travel information on areas where non-essential travel should be avoided or others where all travel should be avoided. If you have travel concerns, you should discuss these with your manager.

  CSC has suspended all non-essential travel and encourages the use of videoconference or teleconference, where possible.

• Q9. What is a critical service?

  A critical service is one that, if disrupted, would result in a high or very high degree of injury to the health, safety, security or economic well-being of Canadians, or to the effective functioning of the Government of Canada. For more information, please refer to:

  • the Policy on Government Security

Manager responsibilities

• Q10. As a manager, what are my responsibilities in the context of COVID-19?

  Managers are responsible at all times, both by policy and by law, to provide their employees with a healthy and safe work environment. In the context of COVID-19, managers must remain informed of orders, directions and guidance issued by:

  • the Public Health Agency of Canada, Health Canada

  They also have the duty to inform their employees of these orders, directions and guidance. Given this, managers are encouraged to assess whether or not telework arrangements are feasible within their organization and should attempt to find alternate work for such employees.

• Q11. How do managers/supervisors address the anxiety that some employees may be experiencing?

  Under circumstances such as these, it is natural to experience different levels of anxiety. Employees may wish to speak to their manager/supervisor, who will be able to advise them on what services are available to help them via the Employee Assistance Program (EAP).

  EAP provides free short-term confidential counselling for personal or work-related problems as well as crisis counselling to employees and their immediate family members 24 hours a day, 7 days per week. EAP can be reached via:

  • telephone: 1-800-268-7708
    • available 24 hours per day, seven days per week, 365 days per year
  • teletypewriter: 1-800-567-5803
    • available Monday to Friday from 7:30 am to 11:00 pm ET, excluding statutory holidays
    • relay service is available outside these hours

  It is important for all of us to acknowledge these impacts and to engage in an open dialogue about them, including on ways to maintain and support our mental health. It is particularly important to recognize and support those who:

  • are more directly involved in the management of the situation
  • have been instructed to self-isolate or who are suffering from symptoms of COVID-19

  Employees wanting to get more tips on how to deal with COVID-19 in the workplace, and to learn about the supports available to them, should visit:

  • COVID-19 and Mental Health @ Work

Employee responsibilities

• Q12. As an employee, what are my responsibilities in the context of COVID-19?

  Employees are responsible to inform themselves by consulting information provided by health authorities and by their employer, such as:

  • 2019 novel coronavirus (COVID-19): Outbreak update

  They are responsible for following their management's directions regarding reporting to work and workplace health procedures in the context of the COVID-19.

  Section 126 of the Canada Labour Code outlines reasonable expectations for all employees regardless of their position in the organization. Employees' duties include, among others:

  • using safety equipment provided to them
  • complying with all instructions from the employer concerning the health and safety of employees, and
  • cooperating with any person carrying out a duty set out in the Code

  An employee who has symptoms of COVID-19, must:

  1. inform their manager
  2. go home if in the office, and
  3. follow the advice of:
     • local public health authorities

  To avoid spreading the virus to colleagues and clients, employees who have symptoms of COVID-19 must:

  • isolate as per direction by public health officials
  • stay at home as long as they present symptoms or as long as directed by their local public health authority

  Employees must also report to the employer any circumstance in a workplace that is likely to be hazardous to the health or safety of employees or others in the workplace. This includes reporting their own potential exposure to COVID-19 that caused or is likely to cause illness to the employee or to any other person.

  Employees have a duty to isolate if they have:

  • been diagnosed with COVID-19, or are waiting for the results of a laboratory test for COVID-19
  • symptoms of COVID-19, even if mild
  • been in close contact with someone who has (or is suspected to have) COVID-19
    • definition of close contact
  • been told by public health that they may have been exposed to COVID-19
  • returned from travel outside Canada with symptoms of COVID-19 (mandatory)
  • been advised to do so by:
    • the local public health authority

  Isolation means you must go directly home and stay home until your local public health authority says you are no longer at risk of spreading the virus. Refer to:

  • how to isolate at home when you may have COVID-19

  If your symptoms get worse, immediately contact, and follow the instructions of your:

  • health care provider, or
  • public health authority

  Employees have a duty to self-isolate (quarantine) if they:

  • are returning from travel outside of Canada (mandatory quarantine)
  • are travelling to a province or territory that is enforcing 14-day quarantine for all inter-provincial travelers
  • have been told by the public health authority that they may have been exposed to COVID-19 and need to self-isolate

  Difference between quarantine and isolate
  Regional public health authorities

  Self-isolate / Quarantine means that for 14 days you need to:

  • stay at home and monitor yourself for:
    • symptoms, even if mild
  • avoid contact with others to help prevent transmission of the virus at the earliest stage of illness
  • practice physical (social) distancing in your home and community

  If you develop symptoms, even if mild, stay home and isolate yourself from others. Immediately call:

  • a health care professional, or
  • your public health authority

  If the employee works in an institution or CCC, the manager must contact the tracing leads within Health Services so that they can begin contact tracing protocol and employees are to be advised that they may be contacted by Health Services. Employees are expected to participate and provide information sought by contact tracing leads.

  Employees are also expected to provide their managers with regular status updates as to their condition and the local public health guidance that they have received.

  Employees who live in border communities are to cease crossing the border for non-essential purposes (ie. Purchase of household items). Employees who have crossed the border in the last 14 days and have not stayed overnight do not need to self-isolate. Critical employees who live in the USA and who are required to cross the border to report to work are also exempt from the obligation to self-isolate.

  The continued global movement of goods and people and the ongoing delivery of essential services will be important for Canada's response to COVID-19. Consequently, PHAC has advised that an exemption to the request to self-isolate for 14 days should be provided to workers who are essential to the movement of goods and people. For example, this exemption would apply to healthy people who have to cross the border to go to work, including health care providers and critical infrastructure workers.

• Q13. I live with a person who is considered essential to the movement of goods and people (e.g. pilot, truck driver) and who regularly crosses the border. Am I required to self-isolate?

  Employees who perform critical services that require on-site presence and who reside with a person who is considered essential to the movement of goods and people are expected to report to work.

  However, employees should be extremely vigilant and:

  • practice social distancing (maintain a distance of two metres from others) including:
    • staying in separate rooms and use a separate bathroom if possible
    • keep interactions brief
    • do not share personal items, such as:
      • toothbrushes
      • towels
      • bed linen
      • utensils, or
      • electronic devices
    • at least once daily, clean and disinfect surfaces that you touch often, like:
      • toilets
      • bedside tables
      • doorknobs
      • phones, and
      • television remotes
    • avoid contact with pets if you live with other people that may also be touching them
  • closely self-monitor
  • take their temperature every day
  • self-isolate should they exhibit any symptoms
• Q14. What are my rights as an employee?

  Employees have specific rights related to working conditions and leave provisions that are outlined in:

  • collective agreements
  • Treasury Board policies, and
  • the Canada Labour Code

  Further discussion of employee rights can be found at the following link:

  • Coronavirus disease (COVID-19): Your rights and responsibilities as an employee
• Q15. Am I expected to report to work in the context of COVID-19?

   

  The health, safety and well-being of federal public service employees across the country are of the highest importance to the Government of Canada. Federal employees who perform critical functions will be expected to report to work unless advised otherwise by their management based on the advice of health authorities.

  It is the manager's discretion to consider requests for alternative working arrangements subject to operational requirements.

  Employees who have been authorized to work remotely or who may otherwise be on Other Leave With Pay because they are unable to work remotely are to remain available for duty and able to return for duty immediately, if called. Employees may be assigned other duties that are not necessarily within the scope of their regular duties.

• Q16. Am I expected to report to work if I am pregnant?

  Although PHAC continues to advise that pregnant women are at no greater risk for more serious outcomes in relation to COVID-19, if a pregnant woman has an underlying maternal illness or has had complications in a previous pregnancy, she should consult with her medical practitioner.

  It should be noted that, under section 132 of the Canada Labour Code and the applicable collective agreement maternity-related reassignment or leave article, a woman who is pregnant or nursing may cease to perform her job if she believes that, by reason of the pregnancy or nursing, continuing any of her current job functions may pose a risk to her health or to that of the fetus or child.

  Managers can request documented medical evidence from a medical practitioner in order to substantiate the risk. Managers are encouraged to consider remote work options or other accommodation measures, however if those are not possible, managers should discuss other leave provisions available in the relevant collective agreement, such as:

  • vacation
  • lieu hours
  • compensatory leave, or
  • sick leave
• Q17. Am I expected to report to work if I am at high risk for severe symptoms from COVID-19 because of an underlying medical condition, because of a weakened immune system or because of my age?

  Employees are required to attest to their situation that prevents them from reporting to work.

  Managers and employees should discuss the possible measures that could be implemented in the workplace to mitigate the risk of the employee contracting COVID-19, such as:

  • providing the employee with personal protective equipment at the worksite
  • flexible hours to minimize contact with others
  • modifying duties or tasks

  After the above measures have been considered and there is a substantiated risk to that individual that cannot be mitigated through the measures noted above and through the employee’s own actions, managers will explore the ability to work remotely or alternate work.

  If remote work or alternate work is not possible, Other Leave With Pay (699) will be considered on a case by case basis, if there is a substantiated risk to the high risk employee’s health based on factors such as:

  • the working conditions and the protective measures in place at the worksite
  • the number of active COVID-19 cases in the community
  • how performing the duties at the worksite increases the employees infection risk, in the context of the overall actions the employee takes to limit their exposure to COVID-19
  • opportunities for the employee to manage the risk of transmission at home

  Important note: Employees are expected to be in regular contact with their manager who will assess the need for continued leave. This assessment will take into account:

  • their working conditions
  • the protective measures in place at the work site, and
  • the need to provide continued services to maintain public safety

  High risk individuals are defined as:

  • people with medical conditions including:
    • serious heart conditions
    • hypertension (high blood pressure)
    • chronic lung disease, or moderate to severe asthma
    • liver disease
    • chronic kidney disease undergoing dialysis
    • diabetes
    • cancer
  • people with weakened immune systems from a medical condition or treatment, such as:
    • chemotherapy/cancer treatment
    • bone marrow or organ transplant
    • poorly controlled HIV or AIDS
    • prolonged use of corticosteroids and other immune weakening medications
  • older adults (over 65 years of age)

  Managers can request documented medical evidence from a medical practitioner, to confirm that the employee is at high-risk of severe symptoms from COVID-19 based on the level of risk in the community (i.e. number of active cases).

  Managers who require employees to provide a medical certificate shall grant Other Leave With Pay (699) for a reasonable period of time that the employee is waiting to receive the medical certificate.

  A manager cannot determine if an employee is eligible for ‘Other Leave With Pay (699)’ if they do not have all of the information. As stated in Treasury Board’s Directive on the Duty to Accommodate, employees also have responsibilities in the accommodation process.

  • Directive on the Duty to Accommodate

  Employees are responsible for providing their manager with the information necessary to identify appropriate accommodation, including information on relevant limitations and restrictions. Employees must cooperate and collaborate in good faith with their organization’s representative(s) to find one or more means to accommodate such needs.

  Note: Employees are expected to take all their vacation leave during the vacation year in which it is earned. Managers and employees should work together to schedule vacation leave in the year which it is earned in accordance with the relevant collective agreement.

  Employees who have another medical condition (e.g. broken leg) that prevents them from reporting to work are expected to request sick leave and may be required to obtain a medical certificate. If an employee has insufficient sick leave credits, managers are to consider advancing sick leave in accordance with the provisions of the applicable collective agreement. In such cases, if the maximum advance has been granted, employees will be granted sick leave without pay.

  With respect to other employees who have other health concerns and have identified a need for accommodation, managers should consider the need to accommodate. For important information about this process, managers should consult:

  • GL 254-3 Workplace Accommodation
• Q18. Am I expected to report to work if I live with a pregnant woman?

  Yes, an employee who performs critical services that require on-site presence and who resides with a pregnant woman is expected to report to work.

  However, employees should:

  • practice social distancing (maintain a distance of two metres from others)
  • closely self-monitor
  • isolate should they exhibit any symptoms and contact public health and their manager.
• Q19. Am I expected to report to work if I have a duty of care for someone who is at high risk for severe symptoms from COVID-19 (i.e. child, family member or dependent)?

  An employee who performs duties that require on-site presence and who has a duty of care for someone who is at high risk for severe symptoms from COVID-19 must attest to the situation giving rise to the inability to work.

  Managers and employees should discuss the possible measures that could be implemented in the workplace to mitigate the risk of the employee contracting COVID-19 and infecting someone who is at high risk who is in their care. For example:

  • providing the employee with personal protective equipment at all times at the worksite
  • showering and changing clothes immediately upon the employee’s return home
  • considering alternate caregiving options for the individual in the employee’s care
  • flexible work hours to minimize contact with others

  Where employees have a duty of care for someone at high-risk and there is a substantiated risk to that individual that cannot be mitigated through the measures noted above and through the employee’s own actions, managers will explore the ability to work remotely, wherever and whenever possible.

  If remote work or alternate work is not possible, or alternate caregiving options for the individual in the employee’s care are not possible, employees are expected to take relevant leave, such as family-related leave, as applicable and available through:

  • collective agreements, or
  • terms and conditions of employment

  When all of the above noted options have been considered and/or actioned, Other Leave With Pay (699) may be considered, on a case by case basis, if the level of risk to the person in the employee’s care is significant based on factors such as:

  • the working conditions and the protective measures in place at the worksite
  • the number of active COVID-19 cases in the community
  • how remaining in the worksite increases their infection risk, in the context of the overall actions the employee takes to limit their exposure to COVID-19
  • opportunities for the employee to manage the risk of transmission at home or to make alternate care arrangements;
  • actions by the employee to mitigate the risks to the individuals for whom they have a duty of care;

  Employees’ attempts to seek and secure alternate caregiving options must be continuous in nature.

  A manager can request documented medical evidence from a medical practitioner, to substantiate that the person for whom the employee has a duty of care is at high-risk of severe symptoms from COVID-19 based on the level of risk in the community (i.e. number of active cases).

  Managers who require employees to provide a medical certificate may grant Other Leave With Pay (699) for a reasonable period of time that the employee is waiting to receive the medical certificate.

  A manager cannot determine if an employee is eligible for ‘Other Leave With Pay (699)’ if they do not have all of the information. As stated in Treasury Board’s Directive on the Duty to Accommodate, employees also have responsibilities in the accommodation process.

  • Directive on the Duty to Accommodate

  Employees are responsible for providing their manager with the information necessary to identify appropriate accommodation, including information on relevant limitations and restrictions. Employees must cooperate and collaborate in good faith with their organization’s representative(s) to find one or more means to accommodate such needs.

  Employees are expected to be in regular contact with their manager who will assess the need for continued leave. This assessment will take into account:

  • their working conditions
  • the protective measures in place at the work site, and
  • the need to provide continued services to maintain public safety

  High risk individuals are defined in:

  • Question 17

  Note: Employees are expected to take all their vacation leave during the vacation year in which it is earned. Managers and employees should work together to schedule vacation leave in the year which it is earned in accordance with the relevant collective agreement.

• Q20. Am I expected to report to work if I live with someone who is symptomatic or has tested positive for COVID-19 or if I have had close contact with someone who has been tested for COVID-19 in the last 14 days and is awaiting results?

  An asymptomatic employee who lives with someone who is symptomatic or someone who has tested positive for COVID-19 or who has had:

  • close contact with someone who has been tested in the last 14 days is expected to stay home in self-isolation

  These employees must contact their public health authority and follow their guidance to determine if they need to be tested and or continue self-isolate.

  For employees who are in good health and able to work, including those required by a public health official or medical practitioner to quarantine (self-isolate) or isolate, they must advise their manager who are to review the option of:

  • remote work, or
  • alternate work
  • Difference between quarantine and isolate

  Employees who are required to self-isolate as instructed by their public health authority or medical practitioner, and who cannot work remotely may be eligible for Other Leave With Pay (code 699) for the period of time it takes to get tested and receive their results and until they are instructed that they can return to the workplace.

  If the test result is positive, please refer to:

  • Question 30

  For employees subject to the Health Services collective agreement, where an employee provides a medical certificate placing him under quarantine, he shall be granted leave with pay during the quarantine period. When an employee is diagnosed with an illness during the quarantine period, quarantine leave ceases to apply.

• Q21. If I don’t heed the advice of public health authorities or the Government of Canada, am I entitled to Other Leave With Pay (code 699)?

  An employee who knowingly puts themselves at increased risk of contracting COVID-19 does so at their own peril. If the employee is required to self-isolate because of their own actions, they may not be entitled to Other Leave With Pay (code 699).

  If as a result of their own actions, the employee becomes symptomatic or is identified as a close contact, they will be granted sick leave or will be required to take other types of leave. If an employee has insufficient sick leave credits, managers are to consider advancing sick leave in accordance with the provisions of the applicable collective agreement. If the maximum advance has been granted, employees will be granted sick leave without pay. They will not be given Other Leave With Pay (code 699).

  • defintion of close contact
• Q22. Do I have the right to refuse to attend meetings and other workplace gatherings if I suspect that I could risk being contaminated with COVID-19?

  Employees are responsible for following their management's directions regarding reporting to work and workplace health procedures in the context of COVID-19.

  CSC encourages the use of videoconference or teleconference, where possible for meetings.

  For further information and considerations, you may refer to:

  • risk-informed decision-making for mass gatherings during COVID-19 global outbreak

  Managers should invite employees to share any concerns.

• Q23. Can I be required to perform duties outside of my regular duties?

  Management has the right to assign duties, as deemed necessary. Every step should be taken to ensure that, where employees are being asked to perform a task, they are:

  • properly trained to perform the assigned duties
  • delegated appropriate authority
  • provided with the appropriate personal protective equipment (if applicable)
  • maintaining their current salary level if the reassigned duties are at a lower classification level, and
  • adequately compensated if the reassigned duties are at a higher classification

  The National Joint Council Travel Directive applies. For additional information, managers and employees may refer to:

  • Section 1.9 Workplace change (applies within the headquarters area only)
  • Section 3.1.11 Transportation
  • Appendix B: Kilometric Rates: Modules 1, 2 and 3
  • Appendix C: Allowances: Modules 1, 2 and 3

  Prior to traveling, the manager must authorize the mode of transportation (e.g. bus, taxi, private vehicle) based on:

  • cost
  • duration
  • convenience
  • safety, and
  • practicality

  Employees who have been authorized to work remotely or who may otherwise be on Other Leave With Pay (code 699) because they are unable to work remotely are to remain able and available to return to work immediately, if called. Employees may be assigned other duties. As such, managers should have up-to-date contact information in order to be in a position to contact employees who may be asked to return to work and perform other duties.

• Q24. We have employees who have recently returned to work from travel to areas of higher risk of COVID-19, and colleagues are concerned about exposure. What should we do?

  Under circumstances such as these, it is natural to experience anxiety. Employees may wish to speak to their manager/supervisor, who will be able to advise them on what services are available to help employees, including programs such as the Employee Assistance Program (EAP).

  EAP can be reached via:

  • telephone: 1-800-268-7708
    • available 24 hours/day, 7 days/week, 365 days/year
  • teletypewriter: 1-800-567-5803
    • available Monday to Friday from 7:30am to 11:00pm ET, excluding statutory holidays

  Relay service is available outside these hours).

• Q25. What is the planned course of action on the use of personal protective equipment such as masks and gloves?

  Personal protective equipment (PPE), such as surgical-type masks and medical type gloves, should be used on the basis of risk exposure and in compliance with public health and occupational health and safety guidance for COVID-19.

• Q26. Should I avoid public transportation if I am not ill?

  There is currently no public health advice recommending that individuals should avoid using public transportation. An employee who has such concerns remains responsible for making arrangements for getting to and from work. Critical employees should consider utilizing their private motor vehicle and avoiding carpooling in order to maximize their practice of social distancing.

Working remotely

• Q27. Can I decide to work from home to avoid getting sick, or while in self-isolation?

  Managers are encouraged to be as flexible as possible around telework and alternative work arrangements in line with their operational requirements and circumstances.

  The Treasury Board of Canada Secretariat has been working with Shared Services Canada and departmental Chief Information Officers to maximize internet bandwidth to support remote work and prioritize network access tied to critical operations. More specifically, follow this guidance to help our workforce maximize productivity individually and collectively:

  • use mobile devices whenever possible to send and receive emails (up to Protected B)
  • limit the use of video conferencing on the GC network when audio conferencing and usage of MS Teams which can be used to share information up to Protected A will suffice, and
  • avoid large data transfers over the network, like:
    • graphically intense decks
    • images
    • PDFs, or
    • streaming services (for example, YouTube)

  It is up to management to review and approve where appropriate any request to work remotely.

  Managers and employees are responsible for ensuring that the operational needs of the organization are met and that neither productivity is negatively impacted.

• Q28. Can I work on sensitive, protected, or classified information from home?

  Employees are responsible for safeguarding personal or sensitive information outside the workplace. Managers should assist employees on the aspects of safe custody and control of sensitive information, and make the necessary arrangements for employees to meet their obligations, when working away from the designated workplace.

  Employees should be aware of the current heightened risk of COVID-19 phishing campaigns to lure targets to click on a malicious link. The Canadian Centre for Cyber Security has developed communications and tools to assist with working securely and to keep your devices safe from:

  • phishing
  • malware, and
  • malicious emails

  Employees can visit the following link to protect themselves from these types of attempts:

  • Staying cyber-healthy during COVID-19 isolation
• Q29. Will remote working arrangements be provided to all employees who provide critical services?

  No, as some functions cannot be fulfilled from a location other than a designated workplace. This is why an employee's manager will review any request to work remotely.

• Q30. Can I claim remote work expenses for the 2020 tax filing season? new

  In light of the COVID-19 pandemic, the Canada Revenue Agency (CRA) and Revenu Quebec have clarified the eligibility and methodology for workers wishing to claim their remote work expenses.

  Employees who have questions with respect to claiming certain deductions related to working from home are encouraged to consult:

  • The information posted on CRA’s website:
    • home office expenses for employees, or
  • CRA’s general enquiries line at 1-800-959-8281

  Residents of Québec are encouraged to consult:

  • Revenu Québec COVID-19: FAQ for Individuals or Revenu Quebec’s general enquiries line at 1-800-267-6299

  General guidance on individual income taxes can be found at these links:

  • Individual tax enquiries line
  • General Information: Individuals

  Managers who are requested to complete Form T2200S, Declaration of Conditions of Employment for Working at Home Due to COVID-19, must be aware of the employee’s remote working status in order to certify that the employee was indeed working from home due to the COVID-19 pandemic. Managers who complete and sign this form certify that the employee has worked from home in 2020 due to COVID-19 and had to pay their own home office expenses. The expenses that can be claimed are defined by the CRA. Managers are not validating that home office expenses were incurred.

  • Form T2200S Declaration of Conditions of Employment for Working at Home Due to COVID-19
  • Expenses you can claim

  Managers who are requested to complete Form TP-64.3-V, General Employment Conditions, must be aware of the employee’s remote working status in order to certify that the employee was indeed working from home due to the COVID-19 pandemic. Managers should have a discussion with the employee as to whether the employee’s duties and employment contract required the employee to incur expenses to earn employment income or to incur expenses related to working remotely during the COVID-19 pandemic.

  • Form TP-64.3-V General Employment Conditions

   

Leave requests and benefits

• Q31. What type of leave can I request in order to receive the COVID-19 vaccine? new

  Employees who are to be vaccinated should schedule their appointments to obtain the COVID-19 vaccine (first and second dose) during their personal time outside of normal working hours. If this is not possible, these vaccination appointments should be scheduled as close as possible to the beginning or end of the work day, or during lunchtime, to minimize the time away from work. Employees should notify their manager of their absence as soon as possible but normally at a minimum of 48 hours in advance.

  When the appointment to obtain the COVID-19 vaccine (first and second dose) cannot be scheduled outside normal working hours, paid time off, for up to half a day may be granted for employees to attend their COVID-19 vaccination appointment.

  The time reporting code for this type of appointment is 698 Other Paid Leave. This absence should not be taken under code 699 leave.

  The manager will consider operational requirements before authorizing these absences.

  Half day

  For a full time employee

  A half day is considered to be one half of the normal daily hours of work in accordance with the applicable collective, i.e. a maximum of

  • 3.75 hours for an employee whose workday is 7.5 hours
  • 4 hours for 8.0 hours, and
  • 4.25 hours for 8.5 hours

  including those employees working variable hours (i.e 9, 12, 12.75, etc. hours). This time covers travel time, waiting time and the duration of the actual appointment.

  For a part-time employee

  The time off with pay would be in the same proportion as their normal daily hours of work compared with the normal daily hours of work of a full time employee as specified in the applicable collective agreement.

• Q32: Why can I not be granted leave with pay (code 698) for the influenza vaccine if I can be provided this leave to obtain the COVID-19 vaccine? new

  The influenza vaccine is readily available in Canada and vaccination clinics have convenient hours that extend beyond regular work hours. Employees wishing to be vaccinated can do so outside of work hours.
• Q33. For employees that are symptomatic and/or diagnosed with COVID-19, how will leave provisions be applied and will medical certificates be required?

  Employees who are symptomatic and physically report to their workplace will be sent home.

  In such cases, managers are to review the option to work remotely. If remote work is not possible, the manager will determine if there is other work that could be provided to the employee that could be done remotely. Employees who are too ill to work are to take sick leave.

  Symptomatic employees who are required to self-isolate as instructed by their public health authority or medical practitioner, and who cannot work remotely may be eligible for Other Leave With Pay (code 699) for the period of time it takes to get tested and receive their results and until they are instructed that they can return to the workplace. If the employee is too ill to work some or all of their hours, they are expected to use their existing sick leave credits. If they have no sick leave credits in their bank, they are expected to use any other applicable leave with or without pay.

  An employee who has tested positive for COVID-19 must follow the guidance of their local public health authority. They are not to report to a worksite and, where possible, work remotely. If remote work is not possible, or if the employee is too ill to work, the absence from the workplace must be managed within existing sick leave provisions. Employees with insufficient sick leave credits may be provided Other Leave With Pay (code 699) for the period they are infectious.

  Employees may be required to attest that they have been diagnosed with COVID-19 or are experiencing COVID-19-like symptoms. In some cases, a medical certificate may be required.

  Employees subject to the Health Services (SH) collective agreement may be entitled to quarantine leave if they provide a medical certificate that places them under quarantine. When such employees are diagnosed with an illness during the quarantine period, quarantine leave ceases to apply.

• Q34. Is there a leave policy that pertains specifically to COVID-19?

  No, collective agreements or the terms and conditions of employment for unrepresented employees continue to apply.

• Q35. Can I apply for leave with pay for family-related responsibilities if a family member becomes ill with COVID-19?

  Each employee's situation should be evaluated on a case-by-case basis. Open communication with their manager is encouraged. Granting leave with pay for family-related responsibilities is subject to management's approval and conditional to the applicable provisions of the employee's collective agreement or terms and conditions of employment for an unrepresented employee.

• Q36. What leave am I entitled to if my child or dependent (for whom I have a duty of care) cannot attend their daycare or school because of an unexpected closure due to COVID-19?

  Employees whose children cannot attend school or daycare due to an unexpected closure in relation to the COVID-19 situation will:

  • attempt to make any and all possible alternative care arrangements, where possible, including sharing responsibilities with:
    • a partner
    • other family members, or
    • others
  • seek to exchange shifts with fellow employees (applicable to shift workers)

  These attempts must be continuous in nature.

  If alternative arrangements are not possible, managers will explore:

  • the option of exercising their discretion relative to shift changes
  • reduction in hours of work
  • job-sharing
  • the possibility of alternate arrangements such as remote work, where feasible

  In all cases, if alternate childcare arrangements, remote work or alternate/flexible work hours are not possible, the employee is to take other relevant paid leave, such as family-related responsibility leave, as applicable.

  Once all options have been considered and relevant paid leave has been taken (as per questions 32 and 33), Other Leave With Pay (699) can be granted, on a case-by-case basis. The use of Other Leave With Pay will be reassessed weekly. It is generally expected that employees would continue to work some hours during the week if they are granted Other Leave With Pay (699).

  This guidance is also applicable in the case where an employee’s child or dependent cannot attend school in person and their online education and learning activities require supervision.

  Other Leave With Pay (699) is not to be granted in cases where an employe has access to school, daycare or community services for someone in their care, but has chosen to keep them home.

  See Question 20 if the child or dependent:

  • was sent home due to possible exposure to COVID-19
  • is required to self-isolate, or
  • has been diagnosed with COVID-19
• Q37. What type of leave am I entitled to if there are attendance restrictions in place?

  In cases where an employee works onsite but cannot report to work due to building closures or attendance restrictions (ie. Restrictions on the number of employees that can be onsite at one time), managers are to review the option of flexible hours, remote work and alternate duties or alternate work locations. If neither option is possible, Other Leave With Pay (699) may be granted.

• Q38. Are students, casuals and terms under three months entitled to paid leave?

  Students, casual employees and term employees of less than three months are also impacted by the response to the pandemic where they may be required:

  • to stay at home to work remotely
  • to self-isolate, or
  • to quarantine

  While students, casual employees and term employees of less than three months are not eligible for Other Leave With Pay (699), they may be eligible for

  • the Canada Recovery Sickness Benefit, or
  • the Canada Recovery Caregiving Benefit
• Q39. Am I entitled to “other leave with pay” (Code 699) if I choose to travel either internationally or domestically contrary to public health advice?

  Employees should minimize their travel to other regions, even domestically, in an effort to control and minimize the spread of COVID-19. Employees who choose to travel during a period of vacation (or other personal) leave, must be approved for vacation leave covering the entire period of travel and any related self-isolation. Such approval shall be sought at the time the vacation leave request is submitted. It is the employee’s responsibility to remain aware of travel related self-isolation requirements, and advise their manager of any changes.

  An employee who has undertaken personal travel and who is required to self-isolate is not eligible for 699 leave.

• Q40. How will new leave requests be granted?

  In an effort to ensure operational capacity and consistency in terms of granting leave, effective May 27, 2020, and until further notice, all leave requests pertaining to annual leave, lieu hours, compensatory time, personal leave and volunteer leave are to be reviewed and agreed to by Wardens / Directors. As such, managers are required to consult with and obtain agreement from Wardens / Directors through their chain of command on any recommendation they submit.

  Managers are encouraged to explain to employees that all new leave requests will be reviewed in light of ongoing operational requirements.

• Q41. Will changes be made to the leave policy or the Public Service Health Care Plan in response to COVID-19?

  The Government of Canada implemented temporary changes to:

  • the Public Service Health Care Plan (PSHCP)

  These new measures are designed to help plan members and their eligible dependents access healthcare benefits, while at the same time, minimizing their social interaction with healthcare professionals as well as supporting the social distancing directive.

  More information on these changes is available on:

  • canada.ca
• Q42. How will workers' compensation claims by employees in the core public administration alleging that they became infected with COVID-19 be managed?

  The claims process is well established. All claims are carefully reviewed by the appropriate provincial workers' compensation authority to determine whether there is a causal link between an employee being infected by COVID-19 and the workplace.

• Q43. Are any changes being made to the Public Service Pension Plan?

  The Government of Canada is reminding public service pension plan (PSPP) members that several existing provisions are available to provide flexibility that may be helpful during the coronavirus disease (COVID-19) pandemic. If you are having difficulty meeting your financial obligations or deadlines for pension-related transactions, contact:

  • the Government of Canada Pension Centre

  The Pension Centre will explain the options that are available to you based on your circumstances.

  More information on specific measures can be found at:

  • Coronavirus disease (COVID-19): Provisions providing flexibility: Public service pension plan (PSPP)

  Given the evolving status of this disease outbreak and the fact that many employees are now working remotely, many pages have been created on this website to ensure that employees have access to the most up-to-date information:

  • Canada.ca/coronavirus

  You can also access these webistes, which has dedicated information for Government of Canada employees:

  • CSC Hub webpage
  • Information for Government of Canada employees: Coronavirus disease (COVID-19)

  You can also contact the Government of Canada’s information line at 1-833-784-4397.