Guide to identifying and supporting vulnerable employees (COVID-19)
Queensland public servants do important work and should be supported to work safely as they deliver essential services to Queenslanders during the novel coronavirus (COVID-19) pandemic.
Practical resources to support employees and managers to do this are available including:
- An interactive form to help agencies in assessing risks in the management and prevention of injuries within the workplace, as they relate to COVID-19. Use the Supporting employees in vulnerable groups form . For best functionality, download the form to your device or PC first and open using Adobe and not a web browser.
- A guide which will help:
- employees identify if they are at high risk from the effects of COVID-19 due to existing health conditions and/or their personal circumstances
- managers support employees to work safely during the COVID-19 pandemic.
While defining levels of vulnerability to COVID-19 is difficult given it is such a new illness, this information is intended to serve as a broad guide for employees and managers. It can also be used to help guide conversations and develop support strategies.
This guide is based on Queensland Health guidelines with acknowledgement to Metro North Hospital and Health Service and the Department of Health for their foundation content.
Queensland Health employees should refer to the Department of Health for guidelines applicable to them. This content is valid as at 13 November 2020 and will be updated as new information becomes available.
An employee may be considered as a vulnerable person to COVID-19 if they:
- are 70 years or older
- are 65 years or older with chronic medical condition/s
- are an Aboriginal and Torres Strait Islander person who is 50 years or older with chronic medical condition/s
- are significantly immunocompromised or taking immunosuppression therapy
- have a medical condition and their doctor has advised in writing that the medical condition places them at increased risk and they require consequential work adjustments
Chronic medical conditions, immune system conditions and medical treatments that place a person at increased risk
Current advice from the Department of Health indicates that the following conditions or treatments may place an employee at greater risk from COVID-19 if they are aged over 65 or are an Aboriginal or Torres Strait Islander person aged over 50:
- chronic renal failure
- coronary heart disease or congestive heart failure
- chronic lung disease including severe asthma (for which frequent medical consultations or the use of multiple medications is required), cystic fibrosis, bronchiectasis, suppurative lung disease, chronic obstructive pulmonary disease or chronic emphysema
- poorly controlled diabetes
- poorly controlled hypertension.
Many conditions may cause an employee to have a weakened immune system, including:
- cancer treatments including chemotherapy and radiation therapy
- bone marrow or organ transplant
- stem cell transplant
- HIV infection
- other immune suppressing medication.
If you think you, or one of your employees may be vulnerable, you can use the employees in vulnerable groups form (PDF, 2.15 MB) to understand personal situations and explore together any work or workplace adjustments that may be needed to mitigate risks to the employee attending the workplace.
Employees who believe they might be considered vulnerable should always discuss their situation with their manager in the first instance and seek guidance from their treating medical practitioner.
Supporting vulnerable employees may create challenges in a work context, and requires employees and managers to work together to create solutions to address these challenges. The safety and wellbeing of all employees remains paramount during the COVID-19 pandemic.
If an employee considers that they meet the definition of a vulnerable person:
- they should discuss this with their manager and provide evidence such as a medical certificate or other reasonable information as requested. A manager may also draw on their existing knowledge of an employee's health when considering how to support a vulnerable employee, rather than requesting new medical information be provided
- the employee and manager should work together to assess any risks and develop actions to address those risks
- risks need to be assessed and mitigated with consideration of the characteristics of the employee, the workplace, the work being undertaken by the employee, and any relevant Queensland Health information, including current rates of community transmission.
If there are risks to the employee remaining in their current role in the workplace that cannot be mitigated, temporary short term and reasonable adjustments to support the employee should be discussed and documented using the employees in vulnerable groups form (PDF, 2.15 MB).
Temporary adjustments to mitigate risks may include:
- remote working, including working from home, within the employee's current role – this should be the first option considered and provided where possible
- allocating work that can be undertaken remotely, that may not necessarily relate to an employee's own role, but is in line with their skill set, experience and existing level
- deployment to an alternate, non-customer contact role
- alternative hours, or patterns of work
- working from another location
- deployment to another role within the agency
- mobilisation to another role in an alternate public sector agency.
All managers must support employees to continue to work wherever possible in a way that balances the:
- service delivery requirements of the agency or the broader public service
- employee's continued health, safety and wellbeing.
Where risks to vulnerable employees cannot be mitigated in the workplace and the employee cannot work from home, the employee may apply for special leave in accordance with Directive 5/17: Special Leave. This leave is granted at the discretion of an agency chief executive and should only be considered once all other options are exhausted. Employees should not be required to access their own leave whilst risk mitigation factors or alternative work locations are considered.
The granting of special leave should include a review period that the agency considers appropriate, for example: an initial 14-day review period of special leave may be suitable as this aligns with the current self-isolation requirements for people who have come into contact with COVID-19 or are returning to Australian from overseas or interstate.
An employee granted special leave should also be informed that they should remain available as they may be required to undertake flexible work at a point where appropriate work can be identified.
The employee must inform their manager if their circumstances change. For example, if the employee becomes sick or is required to provide care for an unwell family member, the employee should be placed on either sick or special pandemic leave.
Managers must regularly review the agreed upon arrangements to ensure they continue to fit the employee's circumstances and support the ongoing health and safety of the employee.
As circumstances relating to the pandemic change and evolve, employees may wish to return to the physical workplace and/or their roles. There may also be a requirement for employees to gradually increase the level of attendance at their usual workplace.
Employees and managers should discuss these circumstances with the safety and wellbeing of the employee in mind.
Apparent risks to the employees health in attending the workplace should be considered against the inherent requirements of the employees role and any mitigating strategies that can be put in place to reduce risk. An example of this could include moving a vulnerable employee from a service centre role with face-to-face customer interactions to a role within a customer service call centre to a desk that allows for 4 square metres of space. When identifying mitigating strategies, the manager and employee should also take into account factors such as whether there will be any increased risks to the employee through transport options if alternative work locations are being considered.
The employees in vulnerable groups form (PDF, 2.15 MB) will assist to identify risks and agree upon strategies to mitigate these.
There may be circumstances where employees are not considered vulnerable, but their personal circumstances mean that they live with or care for someone is who considered vulnerable, and there is medical advice that the employee attending work presents a higher risk to the vulnerable person.
In these circumstances, the employee and manager should work together to identify and mitigate risks, following a similar approach to what should occur when an employee who considers themselves vulnerable. The manager and employee should also take into account factors such as whether there will be any increased risks through transport options if alternative work locations are being considered.
If risks cannot be mitigated by implementing strategies such as working from home or another location or removing face to face customer interactions from the employee, the employee may apply for special leave in accordance with Directive 5/17: Special Leave.
This leave is granted at the discretion of an agency chief executive and should only be considered once all other options are exhausted. The granting of special leave should include a review period that the agency considers appropriate, for example: an initial 14-day review period of special leave may be suitable as this aligns with the current self-isolation requirements for people who have come into contact with COVID-19 or are returning to Australian from overseas or interstate.
An employee granted special leave should also be informed that they should remain available as they may be required to undertake flexible work at a point where appropriate work can be identified. As the pandemic evolves, there may be increased opportunities for public service employees to undertake work from their home.
Employees who don't meet the definition of a vulnerable person but are concerned about working in their current role
An employee may not meet the definition of a vulnerable person, but may still have concerns about their current work due to their age, a pre-existing medical condition or other personal circumstances. Employees are encouraged to speak to their manager about their circumstances.
The information an employee is requested to provide will be used during the response to COVID-19 and only to manage employee safety and wellbeing in accordance with work health and safety (WHS) obligations.
Providing personal information to mitigate risks to an employee's health and safety at work, and the health and safety of others (such as co-workers and patients), ensures everybody can achieve the goal of maintaining a safe work environment for all.
- Support employees during the health pandemic
- Minister for Industrial Relations and Commission Chief Executive Directive 01/20: Employment Arrangements in the Event of a Health Pandemic
- Employee advises their manager that they are considered to be vulnerable person and provides medical certification of this where necessary.
- Employee and manager consider the inherent requirements of the employee's role, environmental factors such as the rate of community transmission and mitigating strategies to determine an overall risk assessment for the required level and extent of reasonable adjustments. The manager makes recommendations on any further mitigating strategies to reduce risk.
- Employee provides a copy of the employees in vulnerable groups form (PDF, 2.15 MB) to their treating practitioner. Treating practitioner considers the recommendations made by the manager and supports or does not support the recommended approach. The treating practitioner has the opportunity to comment on further mitigating strategies that may assist with reducing risk to the employee's health.
- Manager monitors the arrangement by regularly checking in with the employee to ensure ongoing safety and wellbeing and that the arrangements continue to be suitable having regard to the employee's role and environmental factors such as the rate of community transmission.