UBC’s Safety Planning Process

Last updated: July 9, 2020, 1:34 pm

Understand which plan you’re developing

UBC Safety Plans must be developed for three organizational levels for activities at Point Grey and Robson Square:

  1. Parent Plan – a plan required for units led by a VP or Dean (e.g., Dentistry or VP Students)
  2. Intermediate Plan – a plan for a unit, team or service, as determined by the responsible VP or Dean (e.g., the Dentistry Clinic or Enrolment Services)
  3. Child Plan – a site-specific plan to guide faculty, students, staff and visitors as determined by the responsible Administrative Head of Unit and the responsible VP or Dean (e.g., continuing education provided by the Dentistry clinic or Enrolment Services Advising within Enrolment Services)

The Okanagan campus is following a closely aligned process that reflects their unique needs. Read more about the Okanagan Safety Plan process on the Okanagan Finance & Operations website.

For both campuses, each type of plan has its own requirements and process. We ask that you allow time for the approval process to take place. The university may also need time to prepare workspaces for re-occupancy — ensuring they are appropriately equipped and supported for individuals to return.

For assistance with developing your safety plan, email ready.ubc@ubc.ca and the appropriate SRS resource will contact you.

Safety Plan types

Plan Level & Examples

Expected Level of Detail

Process

Faculty/VP — Parent Plan

Includes the Faculties of UBC Vancouver, Robson Square, and all VP portfolios. Note that UBC Okanagan will prepare a campus-wide plan

Examples:

  1. Faculty Example: Faculty of Arts
  2. VP Example: VPFO
  1. Lays out expectations for information to be included in intermediate or child plans.
  2. Focuses on Faculty/VP-adopted principles, policies and approaches to the key elements under the safety planning categories
  3. May reference UBC-wide COVID-19 HR policies to its overall scope of operations

 

  1. Endorsed by Dean or VP, who submits to ready.ubc@ubc.ca (assigned to a file coordinator)
  2. May have revisions undertaken as advised by a file coordinator
  3. COVID-19 Safety Planning Steering Committee (SPSC) reviews relative to PHO orders and WorkSafeBC guidelines
  4. Returned to Dean or VP, who will address outstanding gaps and submit to ready.ubc@ubc.ca for preparation of dossier, UBC Executive agenda request, and transmission to President’s Office by SPSC co-chairs
  5. UBC Executive will review and make a recommendation to the President
Department/School/Division/Unit — Intermediate Plan
Examples:

  1. School of Music
  2. Facilities
  1. Adds more detail than the higher level parent plan, focusing on policies or specific direction that would apply to each “child” location
  2. May reference Department COVID-19 polices or expectations as they relate to their particular scope of operations
  1. Endorsement by Administrative Head of Unit, and responsible Dean or VP, to ready.ubc@ubc.ca (assigned to a file coordinator)
  2. SPSC reviews relative to PHO orders and WorkSafeBC guidelines and assesses the degree of risk associated with the activity
  3. Returned to Administrative Head of Unit, who can address outstanding gaps
  4. Dean or VP for approval unless considered of higher risk (see below) by the responsible Dean/VP
  5. In the case of higher risk plans, the plan is submitted by responsible Dean or VP to ready.ubc@ubc.ca for preparation of dossier, UBC Executive agenda request, and transmission to President’s Office by SPSC co-chairs
  6. UBC Executive will review and make a recommendation to the President for higher risk plans
Site-Specific — Child plan
Examples:

  1. Restricted music recital rooms in different locations
  2. Energy & Water Services
  1. High-level site-specific details
  2. Description of how an entity will do something; rather than a checklist or statement that it will be done
  3. This plan is the practical application of the higher-level commitments or guidance as outlined in the Faculty (Parent) or Department/Unit (Intermediate) plans
  1. Approval by Administrative Head of Unit unless the activity/unit is assessed as high-risk (see below) as determined by the responsible Dean/VP in consultation with the Administrative Head of Unit
  2. In the case of higher risk child plans, the safety plan is submitted to the responsible Dean or VP for approval
  3. It is encouraged that the Dean/VP submit risk safety plans to ready.ubc@ubc.ca and the SPSC for review and consultation

You can find the plan templates on the COVID-19 Templates & Resources page. Once the plans are completed they will be reviewed for risk. To read more about the risk analysis process visit the Determining Safety Plan Risk page.


NOTE:

  • An intermediate plan may be considered and approved before its respective parent plan, if it is a large unit with subsidiary units. For example, a Dentistry Clinic (Intermediate Plan) may be reviewed and approved before its respective parent plan (i.e., Faculty of Dentistry) is reviewed and approved. An intermediate plan will be considered for review and approval before a parent plan if recommended by the responsible VP or Dean.
  • It is recognized that safety plans will need to be revised as provincial health orders and WorkSafeBC requirements change, and as a community, UBC learns from its practices and experience.
  • Safety and Risk Services will manage workflow according to defined priorities, distribute resource materials to units, provide advice with respect to the development of plans and communicate any updates to requirements to plan owners.
  • Approved and updated parent plans (signed and dated) must be provided to Safety and Risk Services for archiving.
  • Approved and updated intermediate and child plans (signed and dated) must be provided and retained by the appropriate Dean/VP.

NOTE:

For all activities that occur at locations not owned, managed or controlled by UBC, the authority governing that site will guide the safety planning.