SOP - HR COV 1-5 - HUMAN RESOURCES STANDARD PROCEDURES

SHANTI MAURICE STANDARD OPERATING PROCEDURE

Page: 4\7

REF: HR COV 1

19-05-2020

TITLE

HUMAN RESOURCES SOCIAL DISTANCING

Creation Date

DEPARTMENT

HUMAN RESOURCES

Version No

PERSON RESPONSIBLE

HEAD OF HUMAN RESOURCES

Version Date

A

1.0 Definitions In line with the new Health Legislation following the pandemic of COVID 19, it is paramount to limit the risk of cross-contaminations amongst others and that social distancing practice from employees’ work activities be implemented and applied within the Resort.

The Process of Social Distancing includes:

2.0 Responsibilities The Head of Human Resources is responsible for the entire sequence and helps wherever required.

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

HUMAN RESOURCES SOCIAL DISTANCING

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REF: HR COV 1

3.0 Personal Hygiene (New Rules)

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HEAD OF HUMAN RESOURCES

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This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

HUMAN RESOURCES SOCIAL DISTANCING

Page: 6\7

REF: HR COV 1

4.0 Social Distancing Descriptions 4.1

Departments

4.1.1 All Head of Departments must understand and evaluate their respective department on how they will favour the social distancing practice in the best possible way to succeed in maintaining the chain of hygiene and limit the risk contamination.

4.1.2 Social distancing is limited to a minimum of 1 meter in all activities.

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HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

HUMAN RESOURCES SOCIAL DISTANCING

Page: 7\7

REF: HR COV 1

5.0 Distribution All Shanti Maurice Team Members

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HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

SHANTI MAURICE STANDARD OPERATING PROCEDURE

Page: 8\11

REF: HR COV 2

19-05-2020

TITLE

NEW GREETINGS STANDARD

Creation Date

DEPARTMENT

HUMAN RESOURCES

Version No

PERSON RESPONSIBLE

HEAD OF HUMAN RESOURCES

Version Date

A

1.0 Objectives The purpose of this best practice is to protect employees from contracting Covid-19 at the workplace via the traditional ‘handshake’ greetings standard.

Non-contact greeting is highly encouraged in the Resort; the ‘Namaste’ sign is introduced by keeping the genuine and authentic smile along with a warm relationship with guests and staff members.

The Best Practice of the New Greetings Standard includes:

2.0 Responsibilities The Head of Human Resources is responsible for the entire sequence and helps wherever required.

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

NEW GREETINGS STANDARD

Page: 9\11

REF: HR COV 2

3.0 Internal Personnel (Staff / HODs)

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HEAD OF HUMAN RESOURCES

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This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

NEW GREETINGS STANDARD

Page: 10\11

REF: HR COV 2

4.0 External - Dealing with Guests

It is very important to know how to greet the guests politely when a staff sees them

When meeting a guest, we should always acknowledge guest with an eye contact.

No physical contact at all.

Greet guests as per the new greetings standard and offer assistance whenever required by the guest.

If staff is walking, whilst seeing the guest – he/she shall stop and greet the guest genuinely “Namaste”.

The staff member will maintain a smile and eye contact to greet a guest upon meeting.

If the guest tries to shake the staff’s hand, the staff member shall politely express his/her new greetings standard by saying the word ‘Namaste’ & politely excuse herself / himself to the guest by saying.

“Dear Guests, due to the hygienic reasons, we offer you our iconic new greetings standard - NAMASTE”

An almost universally recognized gesture of polite salutation is to place your hands at chest level, with palms together and fingers pointing up.

The body posture shall be bended softly.

Social distancing of at least 1 metre shall be maintained as always

The staff / HOD shall always wear his/her face mask at the Estate (mandatory) and any other protective equipment as the case may be applicable.

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

NEW GREETINGS STANDARD

Page: 11\11

REF: HR COV 2

5.0 Distribution All Shanti Maurice Team Members

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

SHANTI MAURICE STANDARD OPERATING PROCEDURE

Page: 12\15

REF: HR COV 3

19-05-2020

TITLE

EMPLOYEE TRANSPORT PROCEDURE

Creation Date

DEPARTMENT

HUMAN RESOURCES

Version No

PERSON RESPONSIBLE

HEAD OF HUMAN RESOURCES

Version Date

A

1.0 Objectives The purpose of this best practice is to protect employees from contracting Covid-19 whilst travelling in the company transport. This comes hand-in-hand with the collaboration of the transport contractor as well.

Social distancing must be maintained whilst travelling and strict no handshake or any other forms of greetings besides the iconic ‘Namaste’ greeting.

2.0 Responsibilities The Head of Human Resources is responsible for the entire sequence and helps wherever required.

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE TRANSPORT STANDARD

Page: 13\15

REF: HR COV 3

3.0 Staff Transportation Process Flow

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HEAD OF HUMAN RESOURCES

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Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE TRANSPORT STANDARD

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REF: HR COV 3

4.0 Staff Transportation Procedure Depending on the occupancy level, to avoid mass crowding and encourage social distancing in employee transport, only those who will be needed at the Estate will be called to work.

Driver will need to wear mask and gloves prior to entering the staff van.

Driver shall ensure all employees / passengers getting in the vehicle wear mask and gloves. The driver shall spray sanitizer on employees’ / passengers’ hands / gloves.

Driver must take the temperature of the incoming staff (above 38 degrees – no admission in van).

Driver & staff shall refrain from handshakes or adopting any other greetings practice besides the ‘Namaste’ gesture.

Driver must keep the vehicle’s windows open for air circulation.

Driver should avoid making use of the Air Conditioning.

Driver will be responsible to sanitise seats and handles and other parts of the vehicle’s interior after each trip.

All Employees / passengers shall keep mask and gloves on during the whole journey (i.e: before and after duty).

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE TRANSPORT STANDARD

Page: 15\15

REF: HR COV 3

5.0 Distribution General Manager Resident Manager Head of Human Resources Financial Controller

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

SHANTI MAURICE STANDARD OPERATING PROCEDURE

Page: 16\20

REF: HR COV 4

19-05-2020

TITLE

EMPLOYEE CLOCK-IN / OUT PROCEDURE

Creation Date

DEPARTMENT

HUMAN RESOURCES

Version No

PERSON RESPONSIBLE

HEAD OF HUMAN RESOURCES

Version Date

A

1.0 Objectives The purpose of this best practice is to implement hygiene and safety measures for employees to prevent them from contracting Covid-19.

All measures are undertaken as soon as employees arrive at the Estate.

The Employee Clock-In and Out Procedure includes:

2.0 Responsibilities The Head of Human Resources is responsible for the entire sequence and helps wherever required.

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE CLOCK-IN AND CLOCK-OUT PROCEDURE

Page: 17\20

REF: HR COV 4

3.0 Arrival / Departure Process Flow

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HEAD OF HUMAN RESOURCES

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TITLE

EMPLOYEE CLOCK-IN AND CLOCK-OUT PROCEDURE

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REF: HR COV 4

3.1 Arrival / Departure Procedure On arrival on work premises, the staff must be wearing mask and gloves without which access to the resort can be denied.

Employees need to sanitise their hands at the Security Check post.

Security will be responsible to carry temperature controls of each employee using a temperature laser thermometer.

Social distancing remains applicable.

Employee temperature should be less than 38 degrees Celsius to qualify for access authorisation.

In case temperature is above 38 degrees Celsius, the employee should remain aside. Management is informed accordingly in parallel. The said staff will be sent to the nearest hospital.

The employee will need to complete a Return-to-Work-Interview form on first day of resuming work – Thermal camera is preferred to avoid long queues.

Security will keep records of daily temperature monitoring on a form.

At the end of duty, staff will not be allowed to be gathered in groups at the smoking area – social distancing will remain applicable.

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE CLOCK-IN AND CLOCK-OUT PROCEDURE

Page: 19\20

REF: HR COV 4

4.0 Employee Clock-In / Clock-Out Process Flow

4.1 Employee Clock-In / Clock-Out Procedure

The face recognition machine will be operational 24/7 which is a contactless device.

The machine will be disinfected with alcohol-based solution by the back area cleaner 3 times a day before staff enters.

Social distancing applies – as per new queuing rules with clear floor markings.

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE CLOCK-IN AND CLOCK-OUT PROCEDURE

Page: 20\20

REF: HR COV 4

5.0 Distribution General Manager Resident Manager Head of Human Resources Financial Controller All Head of Departments Security Manager

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

SHANTI MAURICE STANDARD OPERATING PROCEDURE

Page: 21\25

REF: HR COV 5

19-05-2020

TITLE

EMPLOYEE UNIFORMS AND LOCKER ROOMS PROCEDURE

Creation Date

DEPARTMENT

HUMAN RESOURCES

Version No

PERSON RESPONSIBLE

HEAD OF HUMAN RESOURCES

Version Date

A

1.0 Objectives The purpose of this best practice is to avoid mass crowding at the laundry and the locker rooms with the implementation of the Social Distancing measures.

The Employee Uniforms Procedure includes:

2.0 Responsibilities The Head of Human Resources is responsible for the entire sequence and helps wherever required.

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE UNIFORMS PROCEDURE

Page: 22\25

REF: HR COV 5

3.0 Employee Uniforms Process Flow

3.1 Employee Uniforms Procedure Social distancing applies (Refer: Social Distancing SOP) when disposing uniforms or picking up fresh uniforms.

All employees shall always wear their face mask.

Dirty Uniforms will need to be washed properly on a daily basis.

The Laundry team will make use of steam press or heat iron.

Daily exchange of Uniforms process should not be carried out in only 1 trolley.

The Housekeeping team will cater for different trolleys for disposing off of dirty uniforms to avoid over crowding in the laundry corridor.

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HEAD OF HUMAN RESOURCES

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This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE UNIFORMS PROCEDURE

Page: 23\25

REF: HR COV 5

4.0 Employee Locker Rooms Process Flow

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HEAD OF HUMAN RESOURCES

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TITLE

EMPLOYEE UNIFORMS PROCEDURE

Page: 24\25

REF: HR COV 5

4.1 Employee Locker Rooms Procedure Only a maximum number of 12 staff will be allowed to change, by maintaining social distancing by observing new floor markings.

A time limit 7 minutes is allowed per staff.

HR will follow up on time keeping whilst performing grooming checks in parallel.

Regular monitoring must be carried out to ensure there is no crowding oupon arrival or at the locker room area.

Extensive hand wash and sanitizing arrangements will be made with informative signages.

Frequent disinfection of key touch points (eg door handles of the back area doors / canteen doors / changing room/ wash room doors) will be executed by the back area cleaner.

For morning shift team – operational staff be released 15 mins earlier than actual ending time thus allowing fluid movement at the back area.

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HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission

TITLE

EMPLOYEE UNIFORMS PROCEDURE

Page: 25\25

REF: HR COV 5

5.0 Distribution General Manager Resident Manager Head of Human Resources Financial Controller All Head of Departments Security Manager

Prepared by:

HEAD OF HUMAN RESOURCES

Approved by:

Signature:

This document belongs to Shanti Maurice and may not be reproduced or transmitted without management permission