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Sample COVIDSafe Plan for the CPV industry

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All booking services providers (BSPs) must have a COVIDSafe Plan.

An overarching COVIDSafe Plan for the whole business is sufficient. You do not need separate/multiple plans for every depot, office and vehicle in your fleet. However, the COVIDSafe Plan must be adequate to cover all aspects of the BSPs business.

All staff and any drivers affiliated with your business must comply with your COVIDSafe Plan. Drivers must comply with any requirements of the COVIDSafe Plan of their booking service provider.

It is understood that each BSP operates differently, so therefore it is up to the BSP to adapt the COVIDSafe Plan to suit their businesses.

If you are not associated with a booking service provider, you must have your own COVIDSafe Plan.

This SAMPLE COVIDSafe Plan provides a summary of controls and actions to keep Victorian-based BSPs, drivers, vehicle owners, passengers, workers (including contractors) and the community safe.

Sample COVIDSafe Plan DOCX, 103.0 KB

This Plan applies to all areas under control of commercial passenger vehicle (CPV) vehicle owners (including taxi, rideshare vehicle and hire car), and BSPs. It includes federal and state COVIDSafe requirements.

Key control documents are included in this package to help BSPs set up, put in place, monitor, review, and revise effective COVIDSafe controls for their business activities.

The COVIDSafe controls explained in this document have been broken down into six (6) key areas, which are detailed in each part of the COVIDSafe Sample Plan.

  1. Physical Distancing
  2. Masks and Personal Protective Equipment
  3. Hygiene and Worker Health
  4. Cleaning and Sanitisation
  5. Record Keeping and Training
  6. Actions if Illness is Suspected or Confirmed

Purpose

The purpose of this SAMPLE COVIDSafe Plan is to provide BSPs with insight and guidance on best practice. It outlines available controls specific to minimising risks associated with COVID-19 as they relate to BSP-controlled activities and work sites.

When considering risk controls and actions, BSPs are to take a risk-based approach, ensuring controls and actions are selected, implemented and maintained, so far as is reasonably practicable, in accordance with the hierarchy of controls and available public health and best practice advice.

This COVIDSafe Sample Plan has been developed in accordance with CPVV legislative and Department of Health and Human Service (DHHS) requirements. It identifies best practice research and guidance information applicable to the CPV operating environment as at 4 December 2020.

It is the responsibility of BSPs to monitor public health notices and ensure any changes in requirements and public health advice are enacted, communicated and reflected in your COVIDSafe Plan.

Hierarchy of Controls

The hierarchy of controls is a system for controlling risks. It is a step-by-step approach to eliminating or reducing risks by ranking risk controls from the highest level of protection and reliability, through to the lowest and least reliable protection.

The hierarchy of controls need to be considered for each unique aspect of the business. For example, the same control measure may not be reasonably practicable for both drivers and office/depot staff.

For drivers, controls such as elimination and substitution may not be reasonably practicable (eg, working from home). This creates a greater importance and emphasis of risk reduction through Engineering, Administrative, and Personal Protective Equipment (PPE) controls.

Colour codes in this hierarchy of controls have been used in the COVIDSafe Sample Plan as reference.

Examples of how to use the hierarchy of controls may include:

Elimination – Eliminate exposure to hazard

  • Isolation – office and depot workers to work from home if possible
  • All staff and drivers/partners to Isolate if tested and waiting results

Substitution – Avoid or substitute use of hazard

  • Reduce roster of drivers

Engineering Controls – Specify vehicles, equipment and technology to reduce risk

  • Physical barriers in office/depot
  • Screens in vehicle
  • Queue markers
  • Increased ventilation

Administrative Controls – Introduce policies, provide training and supervision, and develop procedures to control access to and use of vehicles and increase compliance with safety policies

  • Communicate risks and rules
  • Clean and sanitize frequently
  • Increased hygiene
  • Social distancing

Personal Protective Equipment (PPE) – Ensure safety equipment is used and consider additional equipment for specific risks

  • Face masks
  • Sanitizer
  • Gloves

COVIDSafe Plan Communication

COVIDSafe Plan communication should be directed to all staff and contractors, including BSP office staff, depot workers and drivers, and vehicle owners.

Each BSP and driver/operator must be made aware of the information and controls set out in this plan.

Communicating the contents of the plan will involve instruction, training and supervision activities and appropriate information resources (which could be in various formats e.g. electronic/online; printed/displayed; in person where necessary).

Records should be kept in place to make sure all workers are appropriately trained and protected.

Information should be provided in a format that can be understood and is accessible to workers from culturally and linguistically diverse (CALD) backgrounds.

Additional details have been provided in Appendix 8 – Control and Communication.

Review

COVIDSafe plans need to be regularly reviewed and updated in line with restrictions or public health advice changes.

This should be carried out for your respective worksite or workplace by a responsible person(s) nominated by the BSP.

A review will ensure this plan remains suitable and effective, and to confirm that BSP activities are compliant with the plan. The review should include COVIDSafe task observation or audit of relevant COVIDSafe controls and activities.

Supporting resources

A detailed series of appendices have been included in this package to support the COVIDSafe control actions to be carried out.

List of appendices

  1. CPVV Guidelines – Guidelines for Transporting High Risk and COVID-19 Positive Passengers in Commercial Passenger Vehicles (June 2020) PDF, 203.4 KB
  2. CPVV Guidelines – Updated Guidelines: Transporting High Risk and COVID-19 Positive Passengers in CPV PDF, 1.0 MB
  3. CPVV Industry Cleaning Guidelines PDF, 13.8 MB
  4. CPVV – CPV Cleaning Laws Explained Factsheet PDF, 3.8 MB
  5. CPVV – How to Clean CPVs, Driver Factsheet
  6. CPVV Record of Cleaning Activities DOCX, 101.4 KB
  7. Key links and information
  8. Control and communication
  9. Safe Work Australia COVID-19 service cleaning protocols – non-healthcare workplace PDF, 311.4 KB
  10. Safe Work Australia – What to do if a worker has COVID-19 – infographic PDF, 45.1 KB
  11. Safe Work Australia - COVID-19 health monitoring
  12. COVID-19 marshal duties and support

Regulatory requirements

COVIDSafe Plans and related documents (including policies, procedures and other information) will need to be made available for review if requested by a regulator for inspection purposes or if there is a confirmed positive COVID-19 case at your worksite, workplace or BSP activity.

This may include a request from Commercial Passenger Vehicles Victoria (CPVV), the Department of Health and Human Service (DHHS), or WorkSafe Victoria (WSV).

Instructions – How to use the COVIDSafe Sample Plan

The following instructions are suggested to assist in using this COVIDSafe Plan:

  1. Print out, or save an electronic copy of the COVIDSafe Sample Plan DOCX, 103.0 KB
  2. Complete the initial Critical Business Information which details information about business size and type of workforce information.
  3. Review each component of the Key COVID-19 Control Principles, considering:
    1. If and how it applies to your business
    2. Who will be the responsible person for each part
    3. How the control measure will be implemented
    4. When it will be implemented by
    5. How it will be communicated
    6. When it will require a review

It is understood that each BSP operates differently, so therefore it is up to the BSP to adapt the COVIDSafe Plan to suit their businesses.

  1. Review the supporting appendices and documentation to assist with understanding and tools for communication.
  2. Edit the document, ensuring that any details that are not relevant to the operation of the BSP/Independent Operator are deleted/removed and the control principles included accurately reflect what the BSP/Independent Operator are able to implement within their operations as controls to the identified key areas, and those that are not able to be put in place, are removed from the document.
  3. Implement Actions identified from plan and communicate to staff and drivers/partners.