Signing Up Your Workforce

Written By CDL Rapid Screening Consortium (Super Administrator)

Updated at June 4th, 2021

Workplace Rapid Screening Program User Journey

Invitation to Participate

Schedule

When inviting employees to participate in the the program the following should be taken into consideration:

  1. Initial communications - This can be done through email or a virtual meeting. If through a virtual meeting, a follow up email should be sent to potential participants with information (see below) regarding the pilot.
  2. Employees should be given time to review the provided information, ask questions and decide if they want to participate if the program isn't mandatory.
  3. It is recommended to have a virtual information session where the project team can explain the pilot intent and process as well as allow employees to ask questions. 

The total time needed for the Invitation to Participate stage will depend on a number of factors such as: the total number of potential pilot participants, their schedules, and pilot key milestones. The example below highlights a small pilot with +/- 150 participants that takes 10 days to invite participants, provide information sessions and pilot registration:

1. Day 1

  • Initial communication including pilot intent, process and information regarding the Information Session(s). Include a link to register for the information sessions and the pilot.

2. Day 3-5

  • Information Sessions - number of sessions depends on number of potential participants and their schedules.
  • For a pilot of approximately 150 participants it is recommended to have a minimum of two sessions but more may be needed.
  • Schedule the sessions at a time when most potential participants will be able to attend.
  • Work with the leadership team to determine the best time.

3. Day 6-10

  • Employees register for the program and registration closes on the 10th day.
  • Having a date for closing of registrations encourages potential participants to make a decision whether they want to join or not and gives the project team a participant number to be able to plan the next steps.
  • Late registration should be made available as you want to have as many people as possible participating in the pilot. The key data metric being collected is: “# of people regularly screened”.

Communications

Communications to invite employees to participate has two parts, the initial email/meeting to communicate the project intent and then the information session(s). During this initial stage it is good to have the leadership team involved to help in encouraging employees to join.

Initial Communications

Recommendation is for the initial email/communication to be sent by the leadership team. You may choose to also include information regarding employees being paid by your organization and/or other government income-replacement benefits they may be eligible for, if they screen positive or have to quarantine due to being a close contact. 

Information Sessions

The intent of the Information Sessions is to provide detailed information to potential employee participants and allow them to make an informed decision on whether they want to participate, and to give them an opportunity to ask questions. The Information Sessions can be facilitated by the Team Captain with support from the Communications Manager and the rest of the Pilot Site Implementation Team. 

Below items are recommended to be included in the Information Session: 

  • CDL RSC Program information 
  • CDL RSC Program Approach 
  • Overview of sharing of de-identified data with CDL for research purposes
  • Why is this program important
  • Why are we doing this? → The Case for Change
    • We want you to be safe at work and to keep your family safe and healthy
    • We want to help reopen the economy
    • As a consortium of organizations we can learn faster by sharing information
  • Background context on CDL RSC
    • Antigen Screening Pilot
      • (Organization) is participating in a voluntary Employer Antigen Screening Pilot being led by the Ministry of Health, with support from partner ministries, Public Health Ontario, and Ontario Health
      • Many other Canadian companies are participating including Scotiabank, Rogers and Air Canada
    • Program Objective
      • To assess the value of the antigen test as a screening tool to support employee safety and business continuity in the workplace.
      • To support organizations in providing COVID-19 antigen screening of asymptomatic employees in a range of settings. Results from this program will support an increased understanding of how rapid antigen testing could be deployed more broadly to support provincial COVID-19 response activities.
    • What is Rapid Antigen Screening?
      • An antigen test is a type of test that runs a liquid sample along a surface with reactive molecules. The test detects fragments of proteins in the liquid and gives a positive or negative result similar to a pregnancy test.
      • Antigen tests are a lot cheaper and faster than a PCR lab based test. Results are provided in 15 - 20 minutes and are highly accurate.
    • Infectiousness
      • Rapid antigen screens can detect infectiousness of COVID-19 in asymptomatic people in a matter of minutes helping to proactively identify at-risk cases, which in turn reduces the risk of further infection.
      • Antigen screening does not replace the lab-based PCR diagnostic testing administered at hospitals and assessment centres and participants who screen positive will need to get a PCR test to confirm that they have COVID-19.
  • Why is (organization)Participating?
    • Health and Safety
      • (Organization) chose to join this voluntary program as we try to do everything we can to learn about the virus and keep us all as safe as possible.
    • Knowledge and Comfort
      • The rapid screening program will provide an additional layer of knowledge and comfort for our employees working from the office regularly and their families.
    • Stopping the spread
  • Early detection of infectiousness is key to stopping the spread of COVID-19 and support the reopening of the Canadian economy.
  • Key Screening Information
    • Voluntary/Mandatory
    • Asymptomatic
    • Continue with Health Questionnaire
    • 2 times/week (72 hours apart, 48 if needed)
    • 10 weeks minimum
    • Rapid Antigen test - 5 minutes to administer and 15-20 minutes for results
    • Screen name and manufacturer
    • Collection method (ie. swab type)
    • Paid time off if employee screens positive & tests positive in confirmatory PCR test
    • Paid time off if employee is a close contact of someone that screened positive & tests positive in confirmatory PCR test
  • Key dates
    • Employee information sessions
    • Registration period
    • Participant kickoff
    • Download app (if applicable) and signup for Screening time/dates
    • Program start date
  • What’s changing and what's staying the same?
    • Changing
      • Additional safety screening through a rapid antigen test administered onsite
      • Approximately 5 minutes, 2 times per week for 10 weeks (or longer if pilot changes to full program)
      • Attend weekly meetings and provide feedback
    • Staying the same
      • Health Questionnaire
      • Public Health procedures - hand hygiene, respiratory etiquette and face masks
      • Physical distancing
      • Staying home and self-isolating if you have one or more symptoms
  • What’s in it for me?
    • The rapid screening program will provide an additional layer of knowledge and comfort for our employees working from the workplace regularly and their families.
  • What do I need to commit to?
    • Employees will need to make a commitment to the following:
      • 10 weeks
      • 2x screening per week (and 72 hours apart)
      • Share feedback with the Rapid Screening team.
      • Take a PCR test if you screen positive in an antigen test
      • Quarantine for minimum of 14 days if you test positive in a PCR test
      • Notify their manager of any positive antigen or PCR test result

Registration and Mobile/Web App Sign Up

Welcome / Thank You Email

An email should be sent out to all participants thanking them for joining the pilot with the intention to keep employees healthy and safe and also helping to re-open the Canadian economy. In addition, the email will also invite them to participate in the virtual Participant Kick Off meeting. This email should be sent by the Pilot Site Manager to increase familiarity as the main point-of-contact. 

Intake Form

The purpose of the intake form is to collect the information needed from a medical standpoint for employees to be able to participate in the pilot.

Consent Form

CDL RSC provides a sample Consent Form that organizations must have all participants sign prior to their first screen. A signed Consent Form is required in order to allow organizations to collect, use and disclose personal information of employees, vendors and guests, and to authorize the organization to:

  • Conduct a COVID-19 rapid antigen screen 
  • Share registration information and the result of the rapid antigen screen and if applicable, PCR test (including any personal health information) to the organization’s relevant department.
  • Disclose certain registration information and screening data in a de-identified form to CDL RSC for the purpose of evaluating the effectiveness of the Covid-19 screens, create benchmark reports and analysis and compare the efficacy of the use of the screens in the workplace

The most up-to-date version of the Consent Form (Rev B) is available here. The Consent Form has been translated into a number of other languages as it is important that employees understand the what they are consenting to and this should also help with increasing participation.

French

Considerations

Organizations should review the form and edit the note-to-draft parts of the document prior to sending the form to pilot participants to sign. Recommendation is for organizations to only add their own internal language in the note-to-draft sections and if necessary organizations may choose to supplement with their own form as it relates to the collection and retention of medical data internally.

Participant Kickoff Meeting

The purpose of the optional Participant Kick Off Meeting is to:

  • Welcome participants to the pilot and thank them for being a part of keeping our employees safe and healthy as well as help to open the Canadian economy
  • Introduce the pilot site managers who are the participants main point of contact 
  • Share additional information including how to schedule screening times and what our expectation is of them

Consideration: A Participant Kick Off meeting may not be required. You can choose to do a hybrid information session that includes information that your employees will need if they decide to register. For example, Rogers Communications started with separate Information Sessions and a Participant Kick Off meeting, but now they have moved to email communication once the participant registers to inform them of next steps.

The attached PowerPoint template can be used for the Participant Kickoff meeting and shared will all participants. If your organization uses Microsoft Teams or a similar application for internal communications and content sharing, it is recommended to set up a channel for pilot participants and ambassadors so that people can ask their questions there and also share documents.

Register for Participation

The intent of the pilot is for voluntary asymptomatic antigen screening and therefore employee, vendor and guest opt-in consent and registration is required. In depth sharing of information with potential participants regarding the screening program is required to enable them to make an informed decision. Only if a potential participant passes the Health Screening Questionnaire are they allowed to enter the workplace and participate in the pilot COVID-19 antigen screening. If a potential participant fails, the Health Screening Questionnaire they are to stay home and follow the existing processes in place. 

Once potential participants have received the communications and are familiar with the expectation of them in the pilot, they can sign up to register for participation in the pilot. Template questions are available. SurveyMonkey, Microsoft Forms or another survey platform could be used for the registration process.

  • First and last name
  • Employee number
  • Email address
  • Phone number
  • Primary workplace location (pull down list is ideal)
  • Name of manager
  • Line of Business
  • Date of Birth
  • Preferred screening time eg. Morning, Afternoon, Evening

Once employees have registered to participate in the pilot, they should be sent a confirmation email to know that the registration has gone through and to thank them for participating. This information will then be shared to the CDL RSC Data System app, along with details on the Consent Form. 

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