Pandemic planning

Please consult our pandemic preparedness planning documents below. They contain a variety of resources, and are available in both MS-Word and PDF formats.

You can either:

1. download the whole document:

   MS-Word Pandemic Preparedness Plan Template

   PDF Pandemic Preparedness Plan Template

2. or download individual parts of the document:

   MS-Word Pandemic Plan (with boxes) Critical Functions Template Critical Staffing Template Emergency Contact List

   PDF Pandemic Plan (with boxes) Critical Functions Template Critical Staffing Template Emergency Contact List

In the event of a large-scale H1N1 pandemic, there is a distinct possibility of increased student and faculty absenteeism. McGill is committed to minimizing the disruption of your students' academic progress, so we suggest building flexibility into your course outlines, and considering a variety of evaluation methods (WebCT quizzes, take‐home exams, assignments, term papers, etc.)

Click here for a list of technological and pedagogical resources that can help you continue teaching even if you or your students are offsite. The list includes technologies that facilitate:

• the delivery of course materials;
• the use of discussion groups and other methods of interaction in online environments; and
• the online submission and grading of assignments.

To discuss ways to incorporate these solutions into your courses, contact Education Technology Consultants by support [dot] ist [at] mcgill [dot] ca (e-mail) or at 514-398-3398.

• Can I send an employee home if he/she has flu symptoms? Can I ask an employee to remain at home?
• Must I give a paid leave to an employee who has to care for a family member who is sick?
• Are University staff members who suspect they are sick with H1N1 currently permitted to stay home for more than two days without penalties if they do not submit a doctor's note, and if so, for how many days?
• When can I return to work if diagnosed with H1N1?
• I am pregnant. Should I stay home or come to work?
• As an employee, can I refuse to report to work because flu is present in the workplace?
• Can we require employees to perform other duties and responsibilities in the event of absences from work due to H1N1?
• If there is a H1N1 pandemic, can we implement alternative work schedules (e.g., flex time, staggered shifts or alternative work arrangements) to minimize contact?
• What should I do if I am exposed to someone who has a confirmed or suspected case of H1N1?
• What if I feel well enough to work but my supervisor wants to send me home, must I use my bank of paid time off?
• What happens if I choose to go home because I do not want to be exposed to a co- worker who has symptoms of H1N1?
• If I am required to work, will I receive compensating time off?
• My children’s school is closed. What type of leave should I use to cover this period?
• How do I access the mailbox of an absent co-worker to check and send email on their behalf?
• Am I eligible for the flu vaccine?
• Will I be penalized if I arrive late for work because I was in line at the vaccination centre?
• Will I have to make up time I miss from work because I was waiting to get vaccinated?
• If I have to leave work early to get vaccinated must I inform my supervisor?

Can I send an employee home if he/she has flu symptoms? Can I ask an employee to remain at home?

An employee with flu symptoms can be asked to go home and stay home. The recommendations of Public Health authorities are that people presenting flu symptoms (i.e., fever, coughs, aches, headaches) should stay home until seven (7) days after the onset of symptoms.

Must I give a paid leave to an employee who has to care for a family member who is sick?

An employee can use the paid time off provisions in University policies and the collective agreements (vacation days, floating holidays, personal days). Alternatively, where appropriate, arrangements may be made to work from home subject to the agreement of the immediate supervisor.

Are University staff members who suspect they are sick with H1N1 currently permitted to stay home for more than two days without penalties if they do not submit a doctor's note, and if so, for how many days?

Yes. If a staff member has symptoms of H1N1, the first two (2) days of absence will be classified as paid incidental illness days, in accordance with University policy and the collective agreements. The staff member will then be placed on short-term disability without the need for a medical certificate. If the staff member’s absence extends beyond seven (7) days, he/she will then be expected to provide a medical certificate.

When can I return to work if diagnosed with H1N1?

You will be told by the professional who made the diagnosis but at this point the recommendations are seven (7) days after the onset of symptoms.

I am pregnant. Should I stay home or come to work?

If you are worried, consult your attending physician. If your physician deems that your workplace poses a risk, he/she will consult the Public Health authorities and, if necessary, will complete the "Certificate for protective reassignment of pregnant or nursing workers”.

As an employee, can I refuse to report to work because flu is present in the workplace?

An employee has the right to refuse to perform work if he/she has sensible reasons that it would expose him/her to danger to his/her health, safety or physical well-being. With respect to H1N1, preventive measures are being observed by the University; hence the right to refuse to report to work is not applicable.

Can we require employees to perform other duties and responsibilities in the event of absences from work due to H1N1?

Yes. In the event of high rates of absenteeism, employees may be required to perform other duties and responsibilities.

If there is a H1N1 pandemic, can we implement alternative work schedules (e.g., flex time, staggered shifts or alternative work arrangements) to minimize contact?

Yes. Efforts to minimize contacts between large groups of individuals (referred to as “social distancing”) will become an important element in the prevention of the spread of infection.

What should I do if I am exposed to someone who has a confirmed or suspected case of H1N1?

Please see If you are exposed to H1N1 elsewhere on this site.

What if I feel well enough to work but my supervisor wants to send me home, must I use my bank of paid time off?

Yes. Alternatively you may make arrangements with your supervisor to work from home.

What happens if I choose to go home because I do not want to be exposed to a co- worker who has symptoms of H1N1?

You must receive authorization from your immediate supervisor. If you have exhausted your bank of paid time off, you will not be paid for the days that you are not at work unless you fall into a high risk category (e.g., pregnant mother) as designated by the Public Health authorities.

If I am required to work, will I receive compensating time off?

If you are required to work extra hours as a result of high levels of absenteeism, you will be paid for overtime or given compensating time off in accordance with University policy and the collective agreements.

My children’s school is closed. What type of leave should I use to cover this period?

You can use the paid time off provisions in University policies and the collective agreements (vacation days, floating holidays, personal days).

Alternatively, you may make arrangements to work from home; authorization must be obtained from your immediate supervisor.

How do I access the mailbox of an absent co-worker to check and send email on their behalf?

In the event of a pandemic, your immediate supervisor or individuals in your supervisor hierarchy can send a request to the ICS Service Desk. After access is granted, IT Services will advise the owner that their mailbox was made accessible to a specific user as per your request. IT Services will choose the most appropriate method of providing access to a user’s mailbox.

We recommend that units/groups take steps to set up delegation rights ahead of time, if they think they will be required. For instructions, see one of the following articles:

• Add a delegate to your (or a resource account's) Inbox, Calendar, or other items in Outlook
• Add members to an Exchange distribution list

Am I eligible for the flu vaccine?

Everyone living in Quebec can now get the H1N1 influenza vaccine, regardless of age or health. Public Health authorities strongly encourage everyone to get the H1N1 influenza vaccine.

To find the vaccination centre closest to you click here.

Will I be penalized if I arrive late for work because I was in line at the vaccination centre?

The vaccination centres are open from 8 a.m. to 8 p.m. every day, including weekends so it is possible to schedule vaccination outside of office hours. However, if you need to leave work early or arrive late at work due to lineups for vaccinations, you will not be penalized.

Will I have to make up time I miss from work because I was waiting to get vaccinated?

You will not be required to make up time missed from work if you have to leave early or arrive a little late in order to get vaccinated. McGill expects its managers to exercise flexibility and judgment in determining when an employee may take some time from work for the purpose of getting vaccinated, and how many employees in any one unit might be away at the same time.

If I have to leave work early to get vaccinated must I inform my supervisor?

You require your supervisor’s authorization for any time off work.