Updates from the Mayor
Updates from Ottawa's Mayor, Jim Watson.
Updates from Ottawa's Mayor, Jim Watson.
Updates from the City Manager, Steve Kanellakos.
The City’s Employee and Family Assistance Program (EFAP) provider, Morneau Shepell, is pleased to announce the launch of new free mental health resources app: WellCan. This new app provides you with free and easy access to an extensive range of resources to support your mental health. The WellCan app is easy to use and is available to everyone in Canada as a free download from the App Store or on Google Play.
Content will continuously be refreshed with the latest information and resources.
The uncertainty associated with the COVID-19 pandemic makes taking care of our well-being even more important. To support you in staying well, Morneau Shepell will be hosting weekly Well-being Wednesdays through Facebook Live sessions from their LifeWorks Facebook page.
Well-being Wednesdays sessions will run for 30 minutes in both English and French and focus on one of the four pillars of well-being: Physical, Social, and Financial. Morneau Shepell experts and partners from around the world will lead the Well-being Wednesdays live sessions!
All you need to join Well-being Wednesdays live is to visit the LifeWorks Facebook page. You can also follow the page to be notified every time Morneau Shepell is going Live.
If you can’t make it to a live session, no problem; the session recordings will be posted on Morneau Shepell’s platforms, websites, and social channels.
Ottawa Public Health features the most current updates about the evolving situation in Ottawa. Please check the website regularly for changing information and tips for staying healthy.
The official website of the Government of Quebec (www.quebec.ca/en/health) has published information about COVID-19. Please check the website regularly for changing information and tips for staying healthy.
They can send their resume and cover letter to email@example.com
According to OPH:
Some infected with COVID-19 may show little to no symptoms, and symptoms may take up to 14 days to appear after exposure to the virus.
Human coronaviruses cause infections of the nose, throat and lungs. They are most commonly spread from an infected person through:
Current evidence suggests person-to-person spread is efficient when there is close contact.
We need employees to continue to work to deliver the important services that residents rely on. Managers will work with employees to explore whether alternate work arrangements are available.
The situation is evolving constantly. Please speak to your manager to determine whether you are able to access your regular work location.
Start and end times may be adjusted with approval of the employee’s direct supervisor.
Your direct supervisor will set expectations, assign work and track measurable outcomes. Please note that your supervisor may, at times, require you to physically report to work to meet operational needs.
Yes, City of Ottawa policies, directives, procedures and guidelines must be adhered to regardless of the employee’s working location. As employees continue to work from home and interact with colleagues virtually, it is important to remember the importance of sustaining and maintaining a respectful workplace and continuing to follow the City’s Employee Code of Conduct.
You can continue to serve clients without putting yourself at risk. Practice physical (social) distancing and other precautions recommended by Ottawa Public Health. You can also ask the client to step back one to two meters while you serve them.
I am concerned that I am at risk of getting sick while at work or on the way to work. What are my options?
Speak with your manager or supervisor to learn what measures are in place to ensure safety in the workplace. You should also check the Ottawa Public Health website and follow their recommended precautions. You can also speak to your manager or supervisor about alternate work arrangements, including work from home and flexible work hours where possible.
City of Ottawa employees provide important services that our residents depend on each day. Your management team remains focused on continuity of service and staff sustainability plans as the COVID-19 situation continues to evolve.
These plans will:
The City’s COVID-19 self-assessment tool was created to help employees and contractors self-assess for coronavirus (COVID-19) symptoms prior to attending or entering their workplace in order to keep our workplaces safe.
Employees and contractors are required to follow all department specific self-screening processes at the commencement of their shift. In the absence of a department specific process, all employees and contractors must complete the City of Ottawa COVID-19 self-assessment prior to starting their shift. Employees who are working from home must complete the self-assessment on a weekly basis.
If the results of either the departmental or City self-assessment indicate that the employee or contractor has symptoms of COVID-19, they must stay home, inform their manager, supervisor or City of Ottawa contact. Where symptoms are minor, City employees should be placed on isolation leave.
If an employee or contractor develops mild respiratory symptoms during their shift, they must go home immediately and notify their manager, supervisor or City contact. City employees should then be placed on isolation leave.
In both cases, if symptoms worsen, or if the employee or contractor is confirmed to have COVID-19, City employees should complete and submit the sick leave self-declaration form. The form allows employees to self-declare for 10 working days, or sick leave in alignment with the requirement to self-isolate for 14 days in the case of COVID-19 symptoms.
Some tips include:
Many of our contracted projects and services will continue at this time in support of our ongoing service delivery. In order to protect the health of our people, all employees and all contractors must do a self-assessment before attending or entering a City worksite. Contractors must also comply with Ottawa Public Health recommendations and guidelines. If you observe non-compliance, we ask you to escalate this concern to a manager/supervisor.
Your health and safety have always been and continue to be a priority for your leadership team. Some of the proactive measures that have been implemented include:
We need to work together to keep our workplaces safe. Steps that you can take to keep yourself and your colleagues safe include:
Speak to your manager, who will assess the situation.
Speak to your manager, who will address the situation.
The best way to stay informed as a plan member is to sign up for Canada Life’s GroupNet for Plan Members.
Service level adjustments began to take place in March. Please note the details for different modes:
O-Train Line 1 the Confederation Line
O-Train Line 2 - The Trillium Line
All trip requests are being accommodated
On March 23, the City and community partners launched the first phase of the Buy Local Campaign, a promotional campaign to help local businesses during these challenging times.
Please take a moment to check out the Buy Local Campaign website, where you’ll find links to sites listing businesses serving customers virtually or providing takeout and meal delivery.
Dealing with family members, clients and colleagues during a pandemic can be very stressful. You may be worried about your health and the health of those you care about, while also wanting to provide excellent service to your clients. If you have concerns about how you are coping, speak with your family physician or a mental health professional.
The Employee and Family Assistance Program (EFAP) is available to provide support to you and your eligible family members by phone, online and video counselling. Contact the provider at 1-844-880-9142 (TTY: 1-877-338-0275), through the My EAP app (available for Apple, Android and BlackBerry) or on workhealthlife.com.
Here are additional services that are available to you:
· Government of Canada: Mental health tips for working from home;
· Ottawa Public Health resources:
The Employee and Family Assistance Program has identified nine helpful ways to reduce stress in stressful times:
If you are attending the workplace, you are required to complete the City of Ottawa COVID-19 self-assessment form before attending the workplace each day. If you are working from home, you are advised to complete the self-assessment on a weekly basis.
Stay at home and do not come into work if you are unwell. Advise your manager and work with them to determine if you can work from home or submit sick leave. Continue to self-monitor your condition and reach out to your health care provider if needed.
All employees should be self-monitoring for any symptoms consistent with COVID-19. If you are feeling unwell – fatigue, sore throat, cough or fever – please heed the advice we have been giving residents. Stay home, rest and self-isolate. If your symptoms persist or worsen, you should consider going to your health care provider or the COVID-19 Assessment Centre for further assessment. If you do go to the COVID-19 Assessment Centre, please be sure to convey to them that you are a health care worker. It is also important to check in with your supervisor, or occupational health team prior to your return.
If you think you have coronavirus (COVID-19) symptoms or have been in close contact with someone who has it, use the City of Ottawa COVID-19 self-assessment tool to help determine how to seek further care.
The self-assessment is not intended to provide medical advice. If you have medical questions, consult a health practitioner.
If you are having difficulty breathing or experiencing other severe symptoms, call 911 immediately. Advise them of your symptoms and travel history.
Ottawa Public Health works closely with each confirmed case of COVID-19 to create a list of close contacts (spent excessive time within a two metre radius) that require follow-up. If you have been contacted by Ottawa Public Health, follow the advice provided to you by the nurse. If you have not been contacted by Ottawa Public Health, please do not assume that you are a close contact. Continue to take social distancing and other precautions and, if needed based on the guidance on ottawapublichealth.ca/Coronavirus, follow self-isolation or testing directions.
According to OPH, a close contact is:
OPH will contact you directly if you have been identified as a close contact.
Ottawa Public Health will work with the employee to identify other people who may have come into contact with them through meetings, venues, or workplace location. If you have had close contact (spent time within 2 metre radius) with the person you will be contacted directly. If you are at risk, you will be given instructions on self-isolation. OPH will communicate environmental cleaning and disinfection recommendation with your General Manager or Director.
The purpose of self-isolation is to prevent the spread of COVID-19 to others in your home and your community.
You will be instructed by a health care provider or Public Health to separate yourself from others (self-isolate) when you are sick with symptoms of COVID-19, including from the people you live with, to the greatest extent possible.
The Federal Quarantine Act also requires any person entering Canada by air, sea or land to self-isolate for 14 days whether or not they have symptoms of COVID-19.
When self-isolating, leaving your property for a walk is not permitted. You also cannot go to community settings including the grocery store and pharmacy. If you need groceries or other essential items, have a family member, friend or neighbour do this for you and leave items at the door. For more details on how to self-isolate, please visit the OPH website.
Physical (social) distancing involves taking steps to limit the number of people you come into close contact with. Part of physical distancing means staying 2 meters (6 feet) away from others, avoiding non-essential trips in the community, sitting at a different cubicle or workstation to maintain a safe distance from colleagues, and working from home whenever possible.
Please remember that physical distancing doesn’t mean social isolation. Employees are encouraged to connect with friends and loved ones via phone or video. Maintaining strong social networks is particularly important as we practice physical distancing.
OPH is urging everyone to practice physical distancing, or self-isolate if applicable. This will help limit the spread of COVID-19 in the community, and may save the life of a family member, neighbour, friend or coworker. For more details on physical distancing, please visit the OPH website.
You must self-isolate for at least 14 days if you have:
Ontario's Chief Medical Officer of Health is strongly urging self-isolation for
If you are asked to self-isolate but are not ill or experiencing COVID-19 symptoms, ask your manager if you can work from home.
Please inform your manager or supervisor immediately if a medical professional directed you to self-isolate. If you are not feeling sick or are only experiencing mild symptoms, you can work from home. If you can work from home, you do not need to submit sick leave or other types of leave.
If you must self-isolate but cannot work from home, please contact your manager or supervisor. You may be eligible for paid leave, depending on your circumstances.
No, a self-certification form is not required. Employees should use their regular time and leave process to report their absence and submit for paid Isolation Leave using payroll code 6090.
City of Ottawa Emergency Leave is paid leave for employees who have exhausted all child-care options and cannot feasibly work from home. This leave is available until May 3, 2020. Employees must fully canvass alternative work arrangements (I.e. working from home and flexible working hours) before applying for this leave. This leave must be pre-approved by the employee’s manager.
Note: There will be no further extensions to this leave. If employees still require leave after May 3, they must discuss alternative options with their manager or supervisor, including legislated leave or leave provisions in their collective agreement.
We need employees to continue to work to deliver important services. Work with your manager to explore alternate work arrangements and flexible hours to accommodate child-care needs.
If other arrangements cannot be made, ask your manager about your eligibility for Emergency leave.
If you need to take care of a sick child or family member, you may use special leave (if applicable), vacation, time off in lieu or leave without pay. You may be entitled to legislative leave under the Employment Standards Act or the Canada Labour Code. For more information, please refer to Leave of Absence Procedures for Provincially Regulated Employees and Leave of Absence Procedures for Federally Regulated Employees, or contact the HR Service Centre at ext. 47411.
Wherever possible, employees will be supported to work from home or offered accommodations which include but are not limited to alternate work arrangements or flexible working hours. A combination of work from home and alternate work location/hours could also be explored. If these options are not feasible, managers will work with employees to explore leave options such as, vacation, special leave, leave of absence etc. according to their applicable Collective Agreement.
You should stay home and submit IPP or sick leave. This includes if you have mild symptoms and working from home is not operationally feasible.
No. The current self-declaration process for sick leave is being extended to all employee groups. You may submit up to ten consecutive working days (2 weeks) using the revised Sick Leave Self-Declaration Form, located on Ottawa.ca. Employees should use their regular time and leave process to report their absence and also forward the self-declaration from to the appropriate party below for processing:
Contact your supervisor or manager to change your vacation approvals.
You will be offered alternate work arrangements (work from home, flexible work hours) and you can reverse any unused vacation days. If you cannot work from home, your unused vacation days will be reversed, and you will be paid Isolation Leave.
Employees who are directly affected by travel restrictions related to COVID-19 and cannot reasonably be expected to travel back to Ontario are entitled to a leave of absence without pay under the new amendments to the Employment Standards Act, 2000 relating to infectious disease emergencies. This leave would last as long as the employee cannot work because they cannot come back to Ontario and the infectious disease is still designated by the regulations. The usual protections granted to employees on Employment Standards Act, 2000 leaves apply including, for example, continuation of certain benefits during the leave if the employee continues to pay their portion of the premiums. Should you wish to be paid while you are away, you may use any paid leave options that you have available (vacation, TOIL), etc. When you do return, you may be eligible for Isolation Leave if you are unable to work remotely.
Contact your manager to develop an accommodation plan.
Prior to travelling, contact Canada Life at 1-855-222-4051 or visit canadalife.com.
Upon returning from international travel, including the United Sates, you must self isolate for 14 days. Review the latest guidance for those who have travelled outside Canada and check in with your manager or supervisor immediately upon your return and before returning to work.
Notify your manager or supervisor immediately. You must self-isolate for the remainder of the 14 days since returning from your international travel. For example: If you returned from international travel five days ago and went to work for the past three days, you must self-isolate for nine days.
If your spouse is in self-isolation due to travel and has no symptoms, has not tested positive for COVID-19 and is not suspected to have COVID-19, then you do not need to self-isolate. If your spouse starts to have symptoms within 14 days of travel, then you need to self-isolate.
VPN is required to access certain resources and tools, such as SAP, Ozone and time and leave submissions. The VPN cannot accommodate all employees at the same time, so only connect to VPN when you need access to one of the tools listed above. ITS recommends employees log onto VPN once a week for approximately 45 minutes to receive security updates. Updates will be automatically downloaded. If you do not need VPN for your work, please refrain from using it so other City employees can. Access to SharePoint and all Office 365 products, including Outlook, Word, Excel, OneDrive and OneNote, is available on office.com using any device without VPN. If you are new to working from home, familiarize yourself with accessing office.com while off the network.
If you do not have access to VPN or are unable to connect, please contact your manager or supervisor.
If you have an urgent issue that cannot be resolved through the self-serve tools or with support from a colleague, the Solutions Desk (613-580-2400 ext. 26000) is available 24/7. It is recommended that employees call the Solutions Desk first. If a solution cannot be resolved over the phone, employees are asked to discuss visiting a City Tech Center with their supervisor.
Human Resources Services is currently awaiting further details on the Ontario government’s April 25, 2020 announcement of pandemic pay support for frontline workers. When more details concerning eligibility are available, we will post more information.
The local transportation policy will remain in effect during the pandemic and as such, employees continue to be assigned to their regular dedicated work location for mileage purposes.
If you are covered under the Employment Standards Act or the Canada Labour Code, you may be eligible for legislated leave. Please refer to Leave of Absence Procedures for Provincially Regulated Employees and Leave of Absence Procedures for Federally Regulated Employees or contact the HR Service Centre at ext. 47411.
Employees should work with their Managers to review legislated leave options under the Employment Standards Act or the Canada Labour Code.
New provisions are now available under the Employment Standards Act under Emergency Leave: Declared Emergencies and Infectious Disease and the Canada Labour Code - COVID-19 Leave, for employees who are unable or unavailable to work due to COVID-19.
Where it is necessary to close facilities, employees may be redeployed or advised to report to an alternate work location.
Email a photo or scan of your timesheet to your manager or supervisor. They will submit your time to payroll.
Service Canada requires a Record of Employment (ROE) to finalize claims for Employment Insurance. Employment Insurance (EI) is an unemployment insurance program in Canada that allows individuals who have recently lost income to receive temporary financial assistance.
If you have been notified that you are being put on Declared Emergency Leave, there is no requirement for you to request a Record of Employment. Payroll, Pensions and Benefits will automatically submit the ROE directly to Service Canada on your behalf.
Employers have 5 days following the pay-period end date to submit a ROE to Service Canada. This allows for all earnings to be reported. For example, if your last pay period ends on April 15, 2020, Service Canada will receive your ROE on April 20, 2020.
Should you require a ROE outside of this process, please contact manager to discuss your individual situation. Your manager can contact Payroll at ext. 28484 or Payroll@Ottawa.ca
You can view your ROE on-line at My Service Canada Account. If you don’t already have an account with My Service Canada, this link will also show you how to register. My Service Canada Account is a secure online tool that gives you access to all your Employment Insurance information in one place.
Employees should maintain contact with their manager and explore alternate work arrangements and leave options as their situation changes. In certain situations, employees may be entitled to legislative leave under the Employment Standards Act of Ontario or the Canada Labour Code. New provisions are now available under the Employment Standards Act under Emergency Leave: Declared Emergencies and Infectious Disease and the Canada Labour Code - COVID-19 Leave, for employees who are unable or unavailable to work due to COVID-19.
The Federal Government has also established the Canada Emergency Response Benefit (CERB) to assist those who have been affected by the COVID-19 situation. Please ensure you visit the Canada’s COVID-19 Economic Response Plan and Service Canada site for information on the programs and on any qualification requirements.