2021 December 02
COVID-19 Vaccination in the Workplace–Workplace Health and Safety Policy Effective 3rd December 2021
Policy Statement
We are committed to protecting our employees, contractors, consultants, clients and any visitors to our workplace from the harmful effects of COVID-19, as well as minimising the risk of COVID-19 transmission within our workplace and the wider community. We acknowledge that the risks associated with COVID-19, and the measures and controls that can be taken to mitigate or eliminate those risks may change (including being added to or removed) and that further measures or controls may become available or appropriate overtime (such as the use of rapid Antigen tests).
The ICIB Board will regularly review this Policy, including at every board meeting. As such we reserve the right to vary, amend or terminate this Policy at any time, following consultation with you.
We intend to minimise the risk of COVID-19 transmission within our workplace by:
Purpose
The purpose of this Policy is to set out our stance on COVID-19 vaccinations and the rights, obligations and responsibilities of all people covered by this Policy.
For the purpose of this Policy, “vaccinated” means someone who is fully vaccinated against COVID-19. A person will be regarded as fully vaccinated two weeks after receiving the second dose of the Pfizer vaccine (delivered at least 21 days after the first dose) or such other vaccination that is endorsed by the Ministry of Health (or equivalent from OECD jurisdictions) as well as any booster vaccination in the time recommended by the Ministry of Health.
ICIB refers to ICIB Limited including any subsidiary business. Our locations are in Auckland (Central & Henderson), Hastings, Nelson & Blenheim.
Scope
This Policy applies to all employees, consultants and contractors of ICIB who will work in our offices (personnel or you). Please familiarise yourself and comply with this Policy, and with official government health advice in relation to the vaccine for COVID-19.
This Policy should be read in conjunction with ICIB’s Health and Safety manual, COVID-19 Policy and Health and Safety Management Plans (aligned with our current Alert levels and any subsequent framework) collectively, and our COVID-19 response Policies. This includes guidance on matters such as our personnel attending client workplaces.
Getting the COVID-19 Vaccine
Except for any legitimate medical exemption certificate, we strongly encourage everyone to be vaccinated in an effort to minimise the risk of the transmission within our workplace and wider community. We may also require (based on a roles based risk assessment) that certain roles at our company are performed by vaccinated people only.
We are committed to supporting everyone to obtain the COVID-19 vaccine by:
Access to our offices
Only vaccinated personnel, clients, tradespeople, service providers and other visitors, regardless of age, may enter our Central Auckland, West Auckland, Hastings, Nelson and Blenheim Offices from the 3rd December 2021.
Where we occupy offices as a “Shared Space” you will also need to consider the other businesses Covid-19 Policies. If other businesses are allowing unvaccinated people into the shared offices, this should be reported immediately to the CEO or CFO so that Policy alignment can be achieved in those locations.
We will continue to provide insurance services to the public, however personnel inviting visitors to our workplace should ensure that visitors are aware of this Policy and comply.
If you are unvaccinated from the 3rd December 2021, you will need to work from home, and this will be reviewed regularly as part of our ongoing review of this Policy.
Electing not to be vaccinated
You are entitled to choose not to be vaccinated. We acknowledge that there may be circumstances where you have received medical advice not to receive the vaccine or choose not to be vaccinated due to religious, cultural or other beliefs or circumstances.
Ultimately the final decision on vaccination rests with the individual. We will support you and considering your options while also respecting your individual choice.
Specific requirements for the role or duties of our Personnel
There may be specific roles, and conditions on our personnel attending specific external sites, where being vaccinated is a requirement in order to safely commence or continue performing work. If you perform work at one of these sites or hold a role that needs to be performed by vaccinated person, you will be notified about this and asked to provide evidence that you are vaccinated.
Where a client workplace may have a different COVID-19 Vaccination or Operational Policy the higher of the two standards will apply to ICIB staff.
Disclosure vaccination status
We have asked all personnel to disclose their vaccination status in order to monitor the vaccination status of our workforce .This is strongly encouraged as it will enable us to assess and mitigate the risks of COVID-19 transmission in the workplace.
We acknowledge that your vaccination status is personal information and you do not need to disclose this information to us. If you choose not to disclose your vaccination status, we will assume that you are not vaccinated. If this is the case, then from 3rd December 2021 you will need to work from home, and this will be reviewed regularly as part of our ongoing review of this policy.
We will ensure that all information provided by you as part of this policy is handled in accordance with our obligations under the Privacy Act 2020.
Providing proof of vaccination
Where you have advised us that you are vaccinated, we may also request evidence. This may be in the form of an official Ministry of Health COVID-19 vaccination record or a letter administered through a medical practitioner or other health professionals that records your vaccination status. This evidence of vaccination will be recorded in our COVID-19 vaccination register (please see the section below).
Vaccination Register
We will keep and maintain a confidential COVID-19 vaccination register of all personnel to manage our health and safety risk across the business. Access to this register will be restricted to the CEO and the CFO and the Head of Broking. You may also request to access or change your personal vaccination information at anytime.
Your vaccination status and vaccination record are personal information. This information will be collected stored/secured used and disclosed in accordance with our obligations under the privacy act 2020.
Grace Period
Where team members are currently in the process of achieving full vaccination, short-term workarounds or temporary work adjustments may be made following consultation and discussion.
New Hires
Any prospective new hire must provide proof of full vaccination in order to be eligible to receive any employment offer.
Questions Regarding Vaccination–Support Resources
If you have concerns regarding vaccines and need more information ICIB will be happy to assist you and direct you to expert advice.
A recommended link to start with can be found here - Unite against COVID-19 (covid19.govt.nz)
Team Member Responsibilities
COVID-19 has proven itself to date to be a highly unpredictable virus. Anyone can become infected with COVID-19at any time–even if fully vaccinated. Accordingly, ICIB supports all team members following Governmental directions regarding gatherings and activities especially when restriction levels are in place.
You are required to adhere to workplace safety protocols and not act recklessly or in defiance of any public health directions outside of work.
Workplace Bullying or Ostracism
ICIB does not condone any workplace discrimination, bullying or ostracism with regard to COVID-19.
ICIB will not tolerate undermining, ostracism or bullying of any team member by any other team member or work-related parties in relation to COVID-19 such as choices regarding vaccination choices, unknowingly being infected or personal information sharing.