Duncan Cotterill COVID-19 policy

Introduction

Duncan Cotterill is committed to ensuring the health and safety of all partners, staff and persons who are impacted by our work.

Duncan Cotterill’s priority is to ensure we do everything we reasonably can to protect and prevent all persons within our community being exposed to the risk of COVID-19.

Duncan Cotterill has determined that it is necessary under the Health and Safety at Work Act 2015 to have a COVID-19 Policy to minimise the risk of exposure to and transmission of COVID-19 in our workplace and to ensure the safety, health and well-being of our partners, staff, clients, and other persons with whom they may interact.

Commencement

This amended policy will came into effect on 19 April 2022 subject to any further NZ Government announcements that may impact on that timing or the terms of this policy.

Purpose

The purpose of this policy is to:

  • set out the obligations and responsibilities of all people covered by this Policy;
  • outline Duncan Cotterill’s responsibility and commitment to ensuring a safe and healthy workplace for all workers, clients and visitors; and
  • ensure as far as reasonably practicable a safe and healthy workplace.

Scope

This Policy applies to all workers, including (but not limited to) partners, employees, consultants and contractors who have been engaged to provide services to or on behalf of Duncan Cotterill.

This Policy applies subject to any NZ Government orders and or legislation enacted relating to COVID-19 pandemic and COVID-19 vaccines.

Responsibilities

All workers are responsible for:

  • familiarising themselves and complying with this Policy and its requirements;
  • ensuring they are aware of any safety requirements (including COVID-19 control measures) and firm guidelines and procedures that apply to their role;
  • following official Government health requirements in relation to the COVID-19 pandemic.

Definitions

For the purposes of this Policy:

  • A vaccinated person is a person who has received a full course of the COVID-19 vaccine, as recommended by the New Zealand Ministry of Health. For the avoidance of doubt, this includes receiving further vaccine courses (including for example booster shots) which may be recommended from time to time;
  • The COVID-19 vaccine means a COVID-19 vaccine that is approved for use in New Zealand. Vaccines which are currently approved include Pfizer BioNTech (Comirnaty), AstraZeneca, Moderna, and Janssen (Johnson & Johnson).
  • Proof of vaccination means written proof that a person has received a full course of a COVID-19 Vaccine. Examples include a copy of a Vaccine Certificate/My Vaccine Pass from My COVID Record, a letter from the Ministry of Health, a Medical Certificate.

Vaccine requirements

Duncan Cotterill strongly encourages all partners and staff to be fully vaccinated against COVID-19 including receiving any booster shots as recommend by the Ministry of Health.

The requirement for proof of vaccination for all workers and others to attend Duncan Cotterill offices and workplaces is suspended until further notice.

The vaccination register will be maintained in its current form for any existing and new proof of vaccination provided to the firm from its workers. The register includes:

  • The names of all workers;
  • Whether they have provided satisfactory proof of vaccination; and
  • Whether they have been granted an exception under this Policy.

The Vaccine Register, and/or any information contained within it, will:

  • Be used solely for the purposes of:
    • ensuring the health and safety of all workers and other persons who interact with workers and/or attend the workplace; and
    • demonstrating compliance with any third party or client requirements relating to the vaccination status of Duncan Cotterill’s workers (subject to appropriate consent being obtained from a worker or workers);
  • Be stored in a secure manner;
  • Only be disclosed to a third party if required by law or with the consent of the worker concerned (for example if a client requests proof of vaccination before allowing a worker to attend their premises);
  • Only be retained for as long as there is a need to have knowledge of a worker’s vaccination status and/or to distinguish between vaccinated and unvaccinated workers if required;
  • Be destroyed in a safe and secure manner once there is no longer a need for Duncan Cotterill to retain information about a worker’s vaccine status.

Duncan Cotterill will regularly review its position on vaccination to ensure it complies with current government and public health advice or if the risk of exposure to COVID-19 increases. Any changes will be subject to consultation.

Office entry conditions

The following entry conditions apply everyone entering our premises:

  • You are currently feeling fit and well.
  • If you have / have had COVID-19, or you are / were a household contact of a positive case of COVID-19, you have complied with the Ministry of Health requirements before entering or returning to the office.
  • You have not been advised to get tested or self-isolate by health officials and are not currently awaiting test results.
  • You will follow all reasonable health and safety measures as required by the Duncan Cotterill.

Flexible and remote working arrangements are available to our workforce where practical and as required.

Health and safety measures

All partners, workers, contractors, clients and others attending our workplace regardless of their vaccination status, are required to comply with the standard health and safety controls and preventative measures which Duncan Cotterill may put in place from time to time.

The current control and preventative measures are outlined at the end of this Policy.

Given the speed with which the COVID-19 pandemic can evolve, any additional measures will be set out in the COVID-19 Standard Control / Preventative Measures Register as updated by Duncan Cotterill from time to time.

Where to obtain further information

If anyone has any questions about this policy and how it applies to them, they should speak with their supervising partner, manager or contact the Duncan Cotterill People and Culture team.

Where can I find more information about vaccinations and COVID-19?

The firm recommends anyone seeking further information about vaccinations, or who has any health concerns, to speak to their medical practitioner. General information can also be found online at https://COVID19.govt.nz or at Ministry of Health New Zealand website: https://www.health.govt.nz.

Review

Duncan Cotterill will periodically review this Policy and the need for such restrictions and requirements in accordance with NZ Government orders and or legislation enacted relating to COVID-19 pandemic and COVID-19 vaccines.