Guía de Seguridad post-confinamiento

This document defines the safety rules and recommendations which are intended to reduce as much as possible the risk of contamination by the COVID 19 coronavirus for all employees, while ensuring as much as possible the continuity or the recovery of activity within the company in a context of “postconfinement”.

 
IMPORTANT: Given the evolution of the pandemic worldwide and the heterogeneous situations between the countries in which the VETOQUINOL subsidiaries are located, this document now distinguishes between the rules of mandatory application and the recommendations of optional application. Each Top Manager decides, with the support of his or her local HSE manager or representative, whether or not to apply the recommendations depending on the sanitary context in his or her country.
 

The rules and recommendations defined below are subject to change as the situation evolves. They will be re-evaluated in the near future.

 
>INDIVIDUAL RULES (Mandatory)<
 

Each Group employee must strictly apply the following barrier actions on a daily basis:
 

- Wear your mask.

- Wash your hands very regularly with water and soap or hydro alcoholic solution – Use as much as possible a paper towel for touching surfaces.

 - Greet without shaking your hands, kissing or hugs are strictly forbidden.

- Do not touch door handles and stair rails with your hands (nearby only).

- Do not touch your face with your hands.

- Keep always a safety distance minimum of 1 meter from each other, even with a mask worn.

- Sneeze or cough in your elbow, use disposable tissues and throw them away.

- Do not share your pen.

- Remain extremely vigilant when you share documents or objects with other people.

- Respect the number of people recommended in the common areas and position yourself on the marked markers.

 

The poster « 10 key safety rules » reminding these important prevention measures must be largely

posted and visible on site.
 

 
- The wearing of a mask (surgical mask or barrier mask for the general public) is required for all employees, visitors and outside contributors except for the following situations:

- Work in office or meeting room with a minimum physical distance of 2 meters,

- Work alone in an office or vehicle,

- Work alone in production or logistics with a derogation only granted by the local HSE manager,

- Eating meals with a minimum physical distance of 2 meters,

- Wear more specific respiratory protection required for a particular task.
 

Preventive cleaning
 

- Establish a daily preventative cleaning of surfaces accessible (handles of doors, stair rails, light switches, sanitary…), 3 to 4 times per day.

- Distribute hydro-alcoholic solution and paper towel within the teams.

- Systematically clean your workstation and work tools (desk, seat armrest, keyboard, and mouse).

- Ask users to clean the meeting rooms after each use (table, chair, remote control device).

- Use command panel of photocopiers and printers with a paper towel if possible. In all cases, wash your hands before picking up the papers printed.
 

- Limit and display at the entrance of common areas the maximum acceptable number of people within each zone (meeting rooms, changing rooms, etc.) to ensure a minimum safety distance of 1 meter between each person in all circumstances.

- Respect strictly the marking (green cross) for people in the area concerned (meeting room, cafeterias/refectories).

- Make available in each common area some hydro-alcoholic solution or soap with a water point.

- Impose the taking of meals and individual breaks in the offices except for personnel working in the GxP zones (pharmaceutical zones).

- Provide enough microwave ovens in the buildings for the needs of the building. Give priority to cold meals.

- Restricting the use of canteens to staff working in GMX zones (for meals, a distance of 2 meters must be respected, as masks cannot be worn, even when meals are taken outside).

- Prohibit access to break rooms or break areas which are not intended for eating.

- Apply a safety distance of 2 meters in all smoking areas.

- Access to the beverage vending machines is possible as long as you do not stay in the area ("I take my coffee and leave").
 

Management of working hours and movement of people on the site:
 

- Keep a safety distance of 1 meter when walking, including in outdoor areas (parking lots) where the use of a mask is still required.

- Where the layout does not allow a strict respect of social distancing within a building (minimum 1 meter), particularly in corridors and staircases, implement a priority rule for cross-overs.

- If necessary and according to the possibilities of the building, define a single-way flow for people to avoid any crossing between people based on the principle of "forward movement".

- If necessary, adapt the working hours of teams s to avoid overlapping as much as possible and limit contacts between employees.
 

Management of meetings
 

- Check that the barrier measures are respected before starting each meeting (Instant Security).

- The authorized locations inside the meeting rooms are defined in such a way as to guarantee a safety distance of about 2 meters between the occupants.

- Wearing a mask is not required for occupants positioned at their locations.

- Wearing a mask is still required when moving around, including inside the room.

- On-site face-to-face meetings are only possible if a Zoom meeting is not relevant given the subject and/or format.

- Strictly respect the maximum acceptable number of people defined for the room.

- Meeting rooms whose size cannot guarantee a minimum safety distance of 2 meters between people must be closed.

- Prohibit events such as celebrations and farewell parties.
 

- The workstations are organized in such a way as to guarantee a minimum distance of 2 meters, except in special cases validated by the local HSE manager.

- Wearing a mask is not essential for occupants positioned at their post and as long as a safety distance of about 2 meters is guaranteed.

- Wearing a mask is still mandatory when moving around, including inside the office.

- As soon as possible and outside the GxP zone, offices should be ventilated daily by opening windows (every 3 hours for 15 minutes).

- The use of air conditioning is possible in shared offices but the use of fans is prohibited.
 

Management of paper documents
 

- In order to limit the transmission of paper documents, avoid printing, give priority to digital versions, electronic signatures and scans.

- When paper document transmission is necessary, ensure that they are handled in all circumstances with clean and decontaminated hands (before and after).
  

Management of business travels
 

- All international travel must be limited to what is strictly necessary and in compliance with the restrictions in force (access to borders).

- All domestic travels must be limited to what is strictly necessary and in compliance with the national restrictions.

- The use of public transport (bus, metro, train, and plane) must be limited if possible for business trip.
  

Management of seminars
 

- Seminars and training in zoom are to be preferred if the face-to-face aspect is not critical to the desired objective.

- Depending on the local sanitary context and upon validation by the Top Manager, who must ensure strict compliance with the rules of physical distance and barrier gestures, national seminars and group training are possible.
  

Management of sales force activities
 

- Commercial activities in the field must be adapted to the prevailing local/national context.

- Each entity must formalize the relevant safety rules and integrate them into the business recovery plan. These rules should include at least the following elements:
  

o Verify beforehand the feasibility of the call to the customer,

o Find out about the safety measures defined on the customer's premises,

o Adapt the calls perimeter according to the accommodation possibilities,

o Under all circumstances, respect the barrier gestures described above,

o Wear masks and hydro-alcoholic solution before each visit,

o Daily disinfect the touched surfaces in the vehicle (steering wheel, gear lever, windowcontrols, etc.),

o Daily disinfection of computer and telephone tools,

o Prohibit carpooling,

o Touring in duo is possible (2 vehicles), upon approval of customers.
 

Commuting travel management (Home <> Office)
 

- Promote as much as possible individual modes of transport.

- Carpooling which is in that case very time limited, is possible; passengers are to wear a mask and should be seated so as to keep a safety distance inside the vehicles.

- The use of public transport must be avoided as much as possible.

- If public transport is imperative:
 

o Adapt worked hours to avoid rush hours in the public transportation, terms to be defined with the service manager,

oWear a mask all the time,

o Bring hydro-alcoholic solution with you,

o Avoid putting your hands on your face (nose, eyes, and mouth) and wash your hand upon your arrival at the office.
  

Home-working organization
 

Each entity must consider to continue exceptional and temporary home working measures according to the safety rules described in this document. Home office organization must be defined by the Top Manager of the entity so as to maintain business continuity and a progressive return on site of employees.
  

Vulnerable people
 

Vulnerable persons should always consult a physician for advice, in order to evaluate the level of risk regarding their individual situation. According to the medical advice, telework should be given priority as much as possible. This may also apply to employees living with vulnerable persons.
 

- Unless approved by the Top Manager, visits to each site are prohibited until further notice. Zoom call must be given priority.

- If absolutely need, the 10 key safety rules must be communicated to any visitor before entering the site.

- Candidates coming to the site for job interviews are tolerated subject to strict compliance with individual and collective measures. Collective interviews are prohibited.
 

Management of external companies and temporary workers
 

- Each site using external service providers must ensure that they have implemented minimum prevention measures to reduce the risk of contamination ,

- The 10 key safety rules must be communicated to any contractor before entering the site.

- This safety check must also be conducted with the agencies of temporary workers,

- If necessary, the “contact case” and “confirmed case” procedures must be followed in collaboration with service providers or temporary employment agencies.

 

RULES FOR CONTACT OR CONFIRMED CASES (Mandatory)
 

Definition of a « contact case »

An employee is identified as “contact case” if:

- He develops symptoms (fever, cough, and breathing difficulties) that are reminiscent of COVID19.

- He/she has no symptoms but has had contact at risk in the last few days with a person confirmed to have COVID19 or waiting to be tested.
  

Contact at risk: sharing the same living space, direct face-to-face contact within 2 meters without wearing a mask, sharing the same confined space without wearing a mask.
  

Note that symptoms (fever, cough, breathing difficulties) can appear up to 14 days after contact.
 

Management of a « contact case » with symptoms
 

The employee's Manager implements the following actions:
 

Symptoms observed in the workplace:
 

o Isolate the employee immediately in a dedicated room (first aid room or equivalent) with a mask and,

o Alert the site nurse, HSE manager or a first aid rescuer, give them a mask if needed,

o If there are mild symptoms only, ask the employee to go to his doctor without delay,

o If serious symptoms are observed (respiratory distress..) or in case of any doubt, call immediately the national emergency service for advise and evacuation if required.
 

Symptoms observed at home:
 

- Ask the employee to stay at home and to consult his doctor without delay,

- In any case, do not allow return to the work premises without medical authorization,

- Notify the local HSE manager who will inform the occupational physician if available,

- Set up an immediate telework measure if possible and according to medical advice,

- If the case of Covid19 contamination is confirmed by a healthcare professional, immediately alert the local HSE manager and implement the "Management of a confirmed case" procedure.
  

Management of a « contact case » without symptoms
 

The employee's Manager implements the following actions:

- Alert the local HSE contact who informs the company doctor if existing ,

- Set up an immediate home-office measure as much as possible,

- In any case, do not authorize the return to work premises for 14 days which corresponds to the incubation period,

- During this period , recommend to the employee to wear a surgical mask if possible in the presence of those around him and outside the home,

- Ask him to avoid frequenting places with fragile people as much as possible and to avoid any nonessential outing ,

- If no symptom is observed during this early period, authorize the return to normal activity ,

- If symptoms (cough, fever, difficulty breathing) are noted in this period of 14 days, call the national health authorities for appropriate medical care,

- If the case of contamination at Covid19 is confirmed by a healthcare professional,

alert immediately responsible local HSE and to implement the procedure "Managing a confirmed

case”.

 

 
An employee is identified as a "confirmed case" if a healthcare professional defines her or him as such on the basis of screening or on the basis of symptoms observed if screening is not carried out.
  

The employee's Top Manager implements the following actions:
 

- Alert the local HSE contact who informs the company doctor if existing ,

- Get in touch with the employee and give them all the necessary support ,

- Evaluate with the employee the possibility of maintaining a remote work activity, subject to medical compatibility ,

- In any case do not authorize the return to the office without medical agreement ,

- Identify all employees who have been in close contact with the employee screened in the past few days:

- People who share the same workspace (open space ) ,

- People who have been in contact during meetings, meals, transport.

- Apply the procedure " Management of a contact case " for all identified persons,

- Proceed with the cleaning of the work premises concerned (see procedure in appendix).
 

APPENDIX 
 

Good practices for wearing and cleaning of masks 
 

The effectiveness of the mask is conditioned by the correct use of the mask. Wearing the mask requires specific instructions given to users to avoid contamination that could result from improper use (fitting, conditions and duration of wear, removal). Wearing a mask does not exempt you from respecting social distancing as far as possible and in any case hand hygiene.
  

The mask is effective if it is correctly worn as follows:
 

- The mask must be replaced every 4 hours (cumulative daily time),

- The mask must be adjusted and cover the mouth and nose,

- Hands must not touch the mask when it is worn,

- The direction in which it is worn must be respected: the mouth and nose must never be in contact with the outside of the mask. Hand disinfection is imperative after removing the mask,

- Whenever possible, avoid removing and reapplying the same mask during the 4-hour wearing period,

- Handle the mask (wearing and removal) exclusively with elastics,

- When it is single-use (surgical mask), the used mask should be disposed of in a double plastic bag and put in a household trash bin.
  

The reusable "barrier" mask must be washed every evening after use according to the following protocol:
 

- Machine wash with a detergent suitable for the fabric, for 30 minutes at 60°C,

- Mechanical drying as far as possible without exceeding a drying time of 2 hours,

- Iron at a temperature of 120/130°C.
 

For details, refer to the norm AFNOR S76-001.
 

Cleaning procedure in the case of « confirmed case »:
 

- Equip the people in charge of cleaning floors and surfaces with a single-use outfit, latex gloves, glasses and a FFP2 protective mask ,

- Clean accessible floors and surfaces with detergent and disposable washing material or cleaning wipes,

- Rinse with tap water with another disposable washing material or cleaning wipes,

- Let it dry,

- Disinfect the floors and surface with diluted bleach (0.1%) with a single-use cleaning wipe different from the previous two.
 

GDPR (European Union only)
 

In order to ensure the safety and guarantee the health of its personnel in the context of a health crisis linked to the Covid-19 coronavirus, VETOQUINOL has set up a system making it possible to record in a single file the identity of the collaborators making - or having been the subject of suspected exposure to the virus.
 

In the event of a report made, either directly by the employee himself or indirectly by a third party, the members of the COVID 19 crisis unit may collect the date or the identity of the employee suspected of having been exposed. The public interest, the safeguard of the vital interests of employees and the legal obligations incumbent on VETOQUINOL (particularly under article L.4121-1 of the Labor Code) justify the use of this process.
 

The recipients of the data are the people who are part of the COVID 19 crisis unit as well as the personnel responsible for the health and safety of people and property (nurse, occupational doctor). The recorded data will not be kept beyond what is necessary for the purposes pursued. However, the data may be extracted from the device and communicated, at any time, to the health authorities.
 

You have the right to access and rectify your data. However, due to the existence of legitimate and compelling reasons prevailing over the interests, rights and freedoms of the person, you cannot oppose their treatment. For any information on this device or to exercise your right of access to your personal data, you can contact the local HSE manager.
 

If you believe, after contacting us, that your rights are not respected or that the access control system does not comply with data protection rules, you can lodge a complaint online or by post to the relevant national authority.
 

Useful links
 
- OMS : https://www.who.int/emergencies/diseases/novel-coronavirus-2019

- European Centre for Disease Prevention and Control :

- US Centre for Disease Prevention and Control : https://www.cdc.gov/coronavirus/2019-ncov/index.html&nbsp;