May 25, 2021
- Adoption of the agenda
The agenda was adopted. - Presentation: An overview of the impacts of COVID-19 on mental health and other updates from the Centre of Expertise on Mental Health in the Workplace
Sophie Dubourg, A/Director, Centre of Expertise on Mental Health in the Workplace (CoE), Treasury Board of Canada Secretariat (TBS) and Denis St-Jean, Union Co-Chair, CoE, Public Service Alliance of Canada (PSAC) provided an overview of the CoE and the new MOU agreements that were signed with regards to mental health.
It was noted that the CoE is demonstrating agility in responding to the needs of the public service during the COVID-19 pandemic. The three areas that the CoE focuses on are: changing the culture, building capacity, and measuring their progress. S. Dubourg emphasized that workplace mental health has never been more crucial than during the pandemic. Overall, the CoE is promoting resources, giving a voice to employees to share concerns, building capacity within their communities of practice, and continuing to find opportunities in taking concrete actions for the betterment of the public service.
The CoE has been monitoring data with respect to mental health of Canadians and federal public servants in the COVID-19 context. The key trends that have been observed from this data were shared with the Committee.
In May 2020, Statistics Canada reported that only 48% of Canadians rated their mental health as “excellent” or “very good”, a significant decrease from pre-pandemic statistics. In September 2020, the Centre for Addition and Mental Health conducted a cross-Canada survey and found that women were more likely to report experiencing anxiety and loneliness than men. In addition to this, 29% of respondents with children over 18 years old living in the home reported feeling depressed, compared to 19% of respondents without children. It was also found that there was a significant increase in respondents reporting fear about getting COVID-19. S. Dubourg noted that as policies and guidelines continue to be developed, it’s important to be mindful of the different realities that public servants are living.
In May 2020, the Canadian Mental Health Association conducted a survey and found that: 1) persons with disabilities are more likely to report worse mental health and experience stress than the general population; 2) Indigenous peoples are 3 times more likely than the general population to have had suicidal thoughts; and 3) people of colour are twice more likely to indicate they are worried about being safe from physical or emotional domestic violence than the general population. It was noted that for those interested, the statistics could be shared with the Committee members.
S. Dubourg noted that federal public servants are included in these statistics and are at risk of experiencing a high degree of uncertainty, worry and anxiety about their mental health and safety during the pandemic. In April 2020, the Centre for Diversity and Inclusion initiated an employee journey mapping exercise to better understand how COVID-19 is affecting public servants. It was found that employees needed clearer direction, communication and guidance from managers at all levels. Many employees felt overwhelmed, exhausted, stressed and reported struggling to balance their work and personal lives. It was noted that some individuals had both physical and psychological safety concerns and felt that People Management policies needed to change in order to allow managers support their employees.
In July 2020, the CoE asked federal public servants to share one practice that their immediate supervisor had implemented to support their mental health and wellbeing. Over 350 responses were collected and the most common answers were grouped in the following categories: keeping the team connected, sharing information, communicating with empathy, care and understanding, offering flexible solutions, and promoting mental health in the workplace.
With respect to organizational needs, the CoE conducted a survey which highlighted a few areas of needed support. It was noted that tools and resources specific to the resumption of work and mental health is crucial. Specifically, support is needed with respect to training and learning resources for managers on how to support the psychological health and safety of their employees and how to manage the changes of the workplace and the organization of work.
S. Dubourg provided a list of resources that the CoE has shared with respect to the pandemic. The CoE created a webpage containing resources and tools for federal public servants during COVID-19, along with other materials to help managers effectively support their virtual teams such as FAQs and job aids. In addition, the Canada School of Public Service (CSPS) collaborated with the CoE to develop and deliver a presentation titled “Leading with Empathy through the Easing of COVID-19 Restrictions”.
With respect to outreach and engagement, internal consultations are currently underway to develop a strategy. The two committees of practice, Office of Primary Interest Network and the Champions Committee, are important to the CoE’s outreach and engagement. It was noted that the CoE’s regional presence has increased since their creation in 2015. Recently, the CoE has been engaged with some of the regions across Canada about their needs and concerns during the COVID-19 pandemic.
D. St-Jean provided an overview of the renewed MOU on Mental Health between the PSAC and TBS which includes the operation and the governance structure of the CoE. It was noted that conversations are underway with respect to the governance structure of the CoE which would include an executive board and an advisory board. The MOU also requested a larger virtual and regional presence.
S. Dubourg added that the CoE has been integrating the Psychological Health and Safety lens into other areas of work done at OCHRO such as the 699 leave guidance and the temporary changes to the Public Service Health Care Plan with regards to mental health care. The CoE and the CSPS have established a mental health learning advisory group to review the curriculum of the mental health training that is available to public servants. With respect to data and measurement, the CoE released the second Federal Workplace Mental Health Checklist that allows organizations to complete a self-assessment in terms of how they are in compliance with the Federal Workplace Mental Health Strategy and the National Standard.
The Committee was pleased with the presentation and the significant amount of work that the CoE has done with respect to mental health in the workplace. Following a question, it was noted that TBS monitors departments’ implementation models around the risk assessments for psychological health and safety through various assessment tools. J. Ryan noted that with the upcoming Workplace Harassment and Violence Prevention Regulations, there will be an increased requirement for departments to complete these risk assessments. - Presentation: Importance of Building Systems during Covid-19
Jeff Moffat, Acting Program Manager, Custodial Health and Safety National Center of Expertise, Real Property Services, Public Services and Procurement Canada (PSPC), provided an overview of PSPC guidance developed for building water systems and heating, ventilation, and air-conditioning (HVAC) systems during COVID-19 to maintain healthy and productive workplaces. The PSPC is the Government of Canada’s Real Property expert and is responsible for providing accommodation to a large portion of the federal public service and for ensuring the appropriate design, installation, operation and maintenance of buildings.
The PSPC has issued guidance with respect to building water systems and HVAC systems since the beginning of the pandemic. Earlier this year, when building occupancy was reducing, PSPC had to decide whether to shut down building systems or continue with building operation and maintenance. Had the PSPC decided to shut down building systems, they would have to take into consideration what the effects on the equipment and building integrity would be and how much time would be required to restart a building to be safe for occupancy. The PSPC chose to continue with building operation and maintenance and had to investigate what adjustments would need to be implemented for those remaining in the buildings at reduced occupancy and as occupancy increases.
J. Moffat noted that the virus that causes COVID-19 is not known to spread through ventilation systems or through water. With respect to the effects of reduced occupancy on building water systems, it was noted that this increases the age of the water within the system due to stagnation. This causes increased risks associated with microbiological growth such as legionella and increased corrosion within the system. The three main factors that can promote legionella growth are: water temperatures between 20 and 50 degrees Celsius, water stagnation, and the cleanliness of the water.
The PSPC monitors various building water systems such as potable and domestic hot water, which both fall under the domestic water system category. The PSPC’s approach to reduce the risks associated with domestic water systems at reduced occupancy was to implement a periodic flushing program. This involves flushing in various sections of the building, starting with the main distribution piping.
With respect to HVAC systems, it is important to ask what the indoor infection risks are when you have an infected individual in the building. It was noted that the most effective measure to address the risk of infection in the workplace is to eliminate or reduce the amount of people in a workplace. J. Moffat noted that PSPC continues to monitor the latest research with respect to COVID-19 and airborne transmission. At this time, there is no evidence that the virus is able to transmit over long distances through the air.
It was noted that the three HVAC system elements that support occupant wellness are: ventilation, filtration, and indoor environmental conditions. The measures in place for ventilation are to set the outdoor air flow rate up to the maximum that can be sustained by the building systems and to increase the hours of operation to start two hours before and after occupancy. With respect to filtration measures, the PSPC ensures that the highest level of filtration that the system needs is used, that it is installed properly and that it is replaced at the end of its useful life. Following a question from the Committee, it was noted that the most common filter used in the workplaces are filters that are MERV 13 and above.
M. Beland asked what the plan is for buildings that have 24/7 hour occupancy. It was noted that the systems would be running continuously within the space and the employer would have to have a conversation with facilities to understand the ventilation rates and filtration levels within the building.
Following a question from the Committee with respect to portable filtration units and whether the PSPC has a recommendation on their use, J. Moffat noted that there is not a universal recommendation and that the work space plays an important role in determining their effectiveness.
In terms of airborne transmission and whether the virus can spread through ventilation systems, J. Moffat noted that there is consensus from the World Health Organization (WHO), Centers for Disease Control and Prevention (CDC), and Public Health Agency of Canada (PHAC) that this is not a mode of transmission that is currently being observed.
A. Peart raised a concern pertaining to buildings that are not owned by PSPC and how this information is being communicated. J. Moffat noted that the PSPC has shared this information with other custodians, however, cannot speak to how they are implementing this into their work spaces. - OHS Training/Learning Sub-Committee and CSPS Update
Julie Richer Gobuyan, Director, Learning, Respectful and Inclusive Workplace / Learning Programs Branch and Guy Filteau, Health and Safety and Mental Health Learning and Development Specialist, Canada School of Public Service (CSPS) provided an update pertaining to the learning modules that will address the new Workplace Harassment and Violence Prevention Regulations coming into effect January 1, 2021. The sub-committee reviewed and modified the three modules that will be offered through the Canadian Centre for Occupational Health and Safety (CCOHS). It was noted that there will be three learning paths:- For employees: comprised of the CCOHS Module 1, five (5) case studies, a sample flow chart for the resolution process of a notice of occurrence, and reference to the Labour Program’s webpage;
- For managers, OHS Committee members and representatives: comprised of the CCOHS Module 1 and Module 2, two (2) case studies, sample employer policy on Workplace Harassment and Violence Prevention, and the TBS model for the Workplace Harassment and Violence Prevention Policy and Directive, and reference to the Labour Program’s webpage;
- For designated recipients: comprised of Module 1, 2 and 3, sample templates of letters and forms to guide designated recipients when they receive notice of occurrences, and reference to the Labour Program’s webpage.
G. Filteau noted that Module 1 will be completed this week, Module 2 will be completed for December 3, 2020, and Module 3 for December 10, 2020. With respect to certification of completion, G. Filteau asked the Committee if only the modules should be mandatory or if case studies should be included. The Committee agreed that case studies should be included in the learning plans for all three groups.
Following a question from the Committee, it was noted that developing a case study or job aid to explain what does not constitute a complaint would be beneficial. A. Peart offered to work on this with M. Beland and share with the CSPS. - Update on the OSHAC Meeting
A. Peart and C. Zovatto provided an update on yesterday’s Occupational Health and Safety Advisory Committee (OHSAC) meeting. A. Peart noted that outside of TBS, federal employers are asking to delay the coming into force date for the Workplace Harassment and Violence Regulations. While there will not be a delay, it was noted that the regulator will be lax on enforcement in the beginning.
There were discussions about the perspectives of OHSAC members on the psychological health and safety in the workplace as a specific element of occupational health and safety under Part XIX of the Canada Occupational Health and Safety Regulations (COHSR).
There was also an update on the current regulatory work including: administrative monetary penalties (AMPs), Confined Spaces, and Levels of Sound. C. Zovatto noted that there was a discussion on the research surrounding occupational cancers and that this could be an interesting topic for a future SWOHS meeting. - Update from the Sub-Committees:
- Competent Persons
The Competent Persons sub-committee shared the Assessment Tool and the Statement of Work documents to reflect the new Workplace Harassment and Violence Prevention Regulations with the Committee at September’s meeting. Following their feedback, two additional documents were developed by the sub-committee: an Appendix of a sample report referenced in the Statement of Work document and a communique that introduces all these documents. The sub-committee is asking the Committee to approve these documents in order for them to be posted on the NJC website and circulated to the OHS Policy co-chairs. It was mentioned that N. Porteous provided feedback on the Appendix secretarially before the meeting and the Committee advisor would include these changes in the document. Following this, the documents will be sent internally through the NJC to be published on their website. - Legalization of Cannabis
The Committee advisor provided a brief update on the status of this sub-committee and their decision to postpone their work until 2021. The sub-committee met on October 7, 2020 and received a presentation from the Canadian Standards Association (CSA) on the Z1008 Substance related impairment standard that will be coming into effect in spring 2021. Following this presentation, the sub-committee is of the view that completing a communique prior to the Z1008 coming into effect would be counterproductive as the Z1008 would help the development of the communique.
The SWOHS Committee did not raise any objections to the sub-committee postponing their work until spring 2021.
- Competent Persons
- Standing Items
- Asbestos
C. Truax noted that the annual reminder was sent to federal custodians to update their inventories. - Legionella
Nil report.
- Asbestos
- Round table
F. Murphy noted that he will be retiring but will continue as the SWOHS co-chair for the foreseeable future. It was also mentioned that TBS recently published new guidance on face masks and that the Committee should monitor this. C. Zovatto noted that TBS has been monitoring this closely. Dr. Raymond, PHAC, recently provided a presentation on reusable non-medical masks and mentioned that fit and handling are critical for the efficacy of the mask. For example, if a three-layer mask had gaps around the nose and chin, it was not as effective as a well-fitted two-layer mask. It was mentioned that the majority of mask purchasing has been centralized and the current masks that the PSPC has are two-ply.
C. Zovatto thanked the Committee for providing more feedback on the draft Directive on the Prevention and Resolution of Workplace Harassment and Violence as well as the draft Workplace Harassment and Violence Prevention Policy Template. It was noted that these documents will be shared once more with the Committee to review the changes. It was noted that the Committee should develop a work plan to outline the tools and resources needed for the new Regulations and prioritize which tools should be developed first. For future meetings, it was mentioned to include “harassment” as a standing item. - Next Meeting
The next meeting is scheduled on January 21, 2021.
Adjournment
The meeting was adjourned at 12:00 p.m.