FRAMEWORK
APPROVED BY
GRAEME SUMNER
CHIEF EXECUTIVE OFFICER
COVID-19 RESPONSE
AND VACCINATION
FRAMEWORK
This framework outlines the conditions and expectations under which Airways manages COVID-19
in the workplace for all Airways people.
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
VERSION: 1.0
DOCUMENT OWNER: KIM NICHOLS, HEAD OF SAFETY AND ASSURANCE
EFFECTIVE DATE: 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
These materials are the confidential information of Airways Corporation of New Zealand Limited (Airways).
They may not be used, reproduced or disseminated in any form except as agreed in writing by Airways.
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D O C U M E N T M A N A G E M E N T
Document Author, Owner and Approver
Role
Name and Position
Document Author
Cathy Stowers, Compliance, Assurance, and Safety Management Advisor
Document Owner
Kim Nichols, Head of Safety and Assurance
Document Approver
Graeme Sumner, Chief Executive Officer
Document Review
This document is to be reviewed every year, or earlier if there is a significant change.
Record of Reviews and Updates
Version
Details of change made
Date of change
0.1
First DRAFT release
05 January 2022
0.2
Initial feedback from COVID-19 Taskforce
11 January 2022
0.3
Reviewed by ELT, minor change to s. 4.1 to provide clarity
17 January 2022
1.0
First release
24 January 2022
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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CONTENTS
DOCUMENT MANAGEMENT
2
1
WHY DO WE HAVE THIS DOCUMENT?
5
2
WHO DOES THIS DOCUMENT APPLY TO?
5
2.1 COVID-19 VACCINATION STATEMENT
5
2.2 COVID-19 VACCINATION REQUIREMENTS
6
2.2.1 Employees
6
2.2.2 Contractors
6
2.2.3 Suppliers
6
2.2.4 Visitors
6
2.2.5 Students
6
2.3 VACCINATION EVIDENCE
7
2.3.1 Process for providing evidence of vaccination
7
2.3.2 Suppliers and students
7
2.3.3 Visitors
7
2.3.4 Privacy Statement
7
3
COVID-19 VACCINATION EXEMPTIONS
8
4
COVID-19 ADDITIONAL CONSIDERATIONS
8
4.1 VACCINATION AND COVID-19 LEAVE/SICK LEAVE
8
4.2 CONTROLS TO MANAGE THE RISK: THE TRAFFIC LIGHT SYSTEM
8
4.3 MANAGING SICKNESS IN THE WORKPLACE
9
4.4 RESPONDING TO A POSITIVE COVID-19 CASE IN THE WORKPLACE
9
4.5 RESPONDING/MANAGING A POSITIVE COVID-19 CASE IN YOUR HOUSEHOLD
9
4.6 TRAVELLING REQUIREMENTS DURING COVID-19
9
4.7 FLEXIBLE WORKING POLICY
10
4.8 RECRUITING PEOPLE DURING COVID-19
10
4.9 EMPLOYEE SUPPORT SERVICES AVAILABLE
10
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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5
ROLES AND RESPONSIBILITIES
10
5.1 OUR PERSONAL RESPONSIBILITY AND HOW WE BEHAVE TOWARDS EACH OTHER
10
5.2 EMPLOYEE RESPONSIBILITIES
10
5.3 MANAGER RESPONSIBILITIES
10
6
RELEVANT LEGISLATION AND EXTERNAL LINKS
11
7
SUPPORTING DOCUMENTATION AND INFORMATION
11
8
RECORD AND QUALITY MANAGEMENT
12
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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1
WHY DO WE HAVE THIS DOCUMENT?
This document outlines the conditions and expectations under which Airways manages COVID-19
in the workplace for all Airways people.
Airways has an obligation to provide a safe work environment and to minimise risks, as low as
reasonably practicable, including but not limited to COVID-19 and the implications therein.
2
WHO DOES THIS DOCUMENT APPLY TO?
This document applies to the following groups on Airways sites
1. Al new employees;
All current Airways employees;
Contractors
2;
Suppliers;
Students; and
Visitors.
The vaccination requirements applicable to these people wil be set out in their respective
requirements/agreements.
2.1
COVID-19 Vaccination Statement
Vaccination against COVID-19 is a key control for protecting all those we interact with. We are
committed to doing our part to minimise the risk of exposure and transmission of COVID-19 in the
workplace. This helps support/maintain the health of individuals and those around them,
therefore enabling the continuity of services that we provide to our greater community.
Airways recognises the following regarding vaccinations:
Vaccination is critical to keep people safe and to assist in preventing the spread of disease for
our people, our whānau, our customers, ongoing operations, and for the aviation industry.
That vaccination is a key mitigation in helping protect people by either preventing or reducing
symptoms of COVID-19 and the risks associated with exposure to disease(s) may be
preventable by vaccination.
That the science and knowledge around vaccines emerges and changes over time, and this
document may need to be updated as developments occur.
The COVID-19 vaccine is a mandatory requirement at Airways for those people who work at or
visit an Airways site. Boosters are included in the vaccination mandate. All Airways employees
and contractors must have their booster no more than 6 months after their second vaccination.
1 Offshore employees and/or employees not working at an Airways site will be required to comply with
relevant COVID-19 vaccination policies applicable to their work location(s).
2 Although contractors are considered Airways people when fulfilling the duties of an Airways position, they
may be engaged as sole traders or via a 3rd party agency/company and therefore certain rules may differ
according to their contract (i.e., sick leave).
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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2.2 COVID-19 Vaccination requirements
2.2.1 Employees
All employees are required to be fully vaccinated (two doses and subsequent booster(s))
with a New Zealand Government approved COVID-19 vaccine and provide Airways with
evidence of vaccination within the timeframes set out below.
Al new employees must be vaccinated before commencement of their employment; and
All current Airways employees must receive their first vaccination by
31 January 2022
and second vaccination by
28 February 2022.
All current Airways employees must have received the booster shot between
4-6 months
after their second vaccination
The timeframes have been set in accordance with the Proposal to Mandate COVID-19
Vaccination consultation presentation, general community accessibility, and individual
eligibility.
2.2.2 Contractors
All contractors are required to be fully vaccinated (two doses and subsequent approved
booster(s)) with a New Zealand Government approved COVID-19 vaccine and provide
Airways with evidence of vaccination within the timeframes set out below.
All new contractors must be vaccinated before commencement of their employment;
and
All current Airways contractors must receive their first vaccination by
31 January 2022
and second vaccination by
28 February 2022.
Al current Airways contractors must have received the booster shot between
4-6
months after their second vaccination
2.2.3 Suppliers
All suppliers are required to be fully vaccinated (two doses and subsequent approved
booster(s)) with a New Zealand Government approved COVID-19 vaccine and provide
Airways with assurance of vaccination to the contracting manager as part of their supplier
agreement by the
31 January 2022.
2.2.4 Visitors
All visitors are required to be fully vaccinated (two doses and subsequent approved
booster(s)) with a New Zealand Government approved COVID-19 vaccine and provide
Airways with assurance of vaccination on arrival at an Airways site from the
31 January
2022.
2.2.5 Students
All students are covered by the Tertiary requirements to be fully vaccinated, with a New
Zealand Government approved COVID-19 vaccine and provide Airways with evidence of
vaccination on arrival at an Airways site from the
31 January 2022.
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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2.3 VACCINATION EVIDENCE
2.3.1 Process for providing evidence of vaccination
If you are already vaccinated, you need to provide verification of the dates you received
your two vaccination doses (and booster shot as appropriate). The following options will be
accepted:
Covid-19 vaccination record screen shot
Doctors certificate
Ministry of Health letter
Copy of the International Travel Vaccination Certificate (This has the date of the last
vaccination unlike the domestic covid pass which does not)
Your vaccine pass
is not sufficient evidence of vaccination as this does not include the dates
you received your vaccinations.
You can view and access your COVID-19 Vaccination record
here. From here, you can either
screenshot the page (including your name) or ask to have the International Travel
Vaccination Certificate emailed to you.
Email a copy of your vaccination verification documentation to be sent to:
[email address]. This wil be accessed by the People & Capability team who will input the data onto personnel
files and the Chris21 kiosk for employees and on a master spreadsheet for contractors.
Vaccination verification must be received by
31 January 2022. If this is not provided by that
time, building access will be removed.
The same updated documentation is required to verify that the booster shot has occurred within
4-6 months after the second vaccination. The updated documentation can be sent to
[email address].
2.3.2 Suppliers and students
The assurance/evidence of vaccination must be provided through the relevant contracting
manager or Training Manager. This information will be verified and stored within the
relevant system.
2.3.3 Visitors
The assurance of vaccination must be provided when signing into an Airways site and
verified using the NZPass Verifier. This will not be stored on Airways systems.
2.3.4 Privacy Statement
The evidence of vaccination will be collected, kept and maintained in order to manage
Airways health and safety and business continuity risks across the business.
Vaccination status and vaccination records are personal information and will be kept safe by
storing it securely:
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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• For employees - on each individual’s personnel file and only the People & Capability
and the Payrol teams will have access to it;
• For Contractors – on a master spreadsheet and only the People & Capability team
will have access to it;
• For Suppliers and Students – within the relevant system and only the relevant
contracting manager or training manager will have access to it.
This information will be collected, stored/secured, used and disclosed in accordance with
our obligations under the Privacy Act 2020. You have the right to ask for a copy of any
personal information we hold about you, and to ask for it to be corrected if you think it is
incorrect. If you would like to ask for a copy of your information, or to have it corrected,
contact
[email address].
3
COVID-19 VACCINATION EXEMPTIONS
In some circumstances, exemptions may be considered for those employees and contractors who
cannot comply with the vaccination mandate on Airways sites.
Those who wish to be considered for an exemption must speak to their team leader, manager,
and/or HR Business Partner. Exemptions will be considered on a case-by-case basis to preserve
employment where it is reasonable to do so without compromising our safety requirements.
Options may include working permanently from home, moving to roles that allow them to work
remotely or taking leave without pay. Refer to Airways’
COVID-19 Vaccination Exemption
Application Process & Form for more information.
4
COVID-19 ADDITIONAL CONSIDERATIONS
4.1 Vaccination and COVID-19 leave/sick leave
For employees who hold a medical to carry out their role
3, the current operational stand-down
period advised by the CAA is 48 hours from when the vaccine is administered. If impact to rosters
are unavoidable, employees are advised to contact their manager in the first instance.
We will work with individuals who are required to isolate at home due to MOH requirements
and/or are sick from COVID-19 and their sick leave balances do not provide the cover required for
these situations. If this is your situation, refer to th
e Leave Policy and also talk with your manager.
4.2 Controls to manage the risk: the Traffic Light System
There are a wide and varied number of controls and activities we have and do in response to
managing the COVID-19 risk in our workplace. These are summarised in the
Airways COVID-19
Protection Response – Traffic Light Guidelines document. This document summarises both
guidance and requirements for each of the three Traffic Lights for the following areas:
Work Arrangements
Entering Airways worksites/offices
3 This group includes Air Traffic Control ers and Airways has extended this guidance to include non-medical
certificate holders who are involved in "aviation duties" such as Flight Service Officers.
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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Visitors (includes all Airways employees, contractors, and other visitors)
Face Coverings (masks)
Physical Distancing
Meetings & how we work
Communal Areas
Cleaning
Onsite Work (project work, training, etc.)
Domestic Travel
International Travel
It is everyone’s responsibility to be aware of and comply with these guidelines and requirements.
Please refer to the latest information on our COVID-19 page,
Airways COVID-19 Protection
Response – Traffic Light Guidelines for more information.
4.3 Managing sickness in the Workplace
The most important action for all employees and contractors to take during a COVID-19 outbreak
is to stay home if unwell and seek medical advice around the need for testing. Any Airways
employee or contractor who experiences COVID-19 symptoms or feels unwell while at work
should follow appropriate protocols for management of individuals who display symptoms while
at work. Please refer to
Guidance for unwell people at work.
4.4 Responding to a positive COVID-19 case in the Workplace
If anyone receives a positive COVID-19 test result (nasopharyngeal PCR), please follow the
instructions and advice of your manager and the Health, Safety & Wellbeing team. Further
information can be found in guidance -
Notification of a positive case at Airways.
4.5 Responding/managing a positive COVID-19 case in your household
If anyone in your immediate household is unwel and being tested for COVID-19, please stay at
home until the results of the test are known. For further information, refer to
Airways COVID-19
Protection Response – Traffic Light Guidelines. For a positive case, the Ministry of Health will also
provide you guidelines to follow, general guidance
here and specific rules regarding isolation are
here. Employees who are required to isolate at home due to a case in their household may work from
home if they are able to do so. If they are not able to work from home, then they wil be put on
special paid leave for the duration of isolation. If they fall sick during this time, then they wil be
on sick leave.
4.6 Travelling requirements during COVID-19
The Traffic Light system defines the requirements for travelling during COVID-19, both
domestically and internationally. Irrespective of Traffic Light level, international travel requires a
full safety case, endorsed by the relevant ELT member, reviewed by the Health, Safety and
Wel being Manager, endorsed by the Head of Safety & Assurance and approved by the CEO.
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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Refer to th
e Travel Policy, th
e Protection while travelling site (under Total Health), the
International Travel Procedure. and the
Safety Case Template
4.7 Flexible Working Policy
Airways is committed to considering any flexible working arrangements, provided that the needs
and objectives of both the organisation and the employee can be met. All employees have a
statutory right to request a trial or permanent change to their contractual terms and conditions of
employment to work flexibly. Flexible work encompasses an array of arrangements relating to
working hours, days, and locations. Refer to the Flexible Working Policy for more details and
discuss options with your manager.
4.8 Recruiting people during COVID-19
Al new employees and contractors must provide evidence of their vaccination status as a
component of employment. Advertisements for recruitment to include information on the
vaccination mandate. Ask for support through your HR Business Partner and refer to the
Recruitment Policy.
4.9 Employee Support Services available
Everybody responds differently and it is important we look out for each other. We have many
forms of support that are available. Services are available on the Employee Support Services page
on Te Kete.
5
ROLES AND RESPONSIBILITIES
5.1 Our personal responsibility and how we behave towards each other
Everyone is entitled to different opinions and perspectives. COVID-19 is no different and we all
have a role to play in actively supporting the principles of an Equal Employment Opportunity
(EEO). Safety is one of our values and is core to Airways. We ensure we value safety by providing a
safe working environment in which all Airways people are treated with dignity and respect.
Airways expects all our people to be able to work in an environment that is free from harm caused
by bullying or harassment. Airways will not tolerate bullying or harassment under any
circumstances and bullying or harassment in any form is deemed to be misconduct or serious
misconduct. Refer to th
e Anti-Bullying and Harassment Policy a
nd Code of Conduct for more
information.
5.2 Employee responsibilities
Employees are responsible for understanding and complying with the information outlined in this
framework.
5.3 Manager responsibilities
Managers are responsible for ensuring:
they are aware and understand this framework;
their people are aware of the requirement to be fully vaccinated, including the requirement to
provide evidence of vaccination;
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NEXT REVIEW: 24 JANUARY 2023
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job advertisements and recruitment processes set out the requirement to be ful y vaccinated
and to provide evidence of vaccination, in conjunction with People & Capability;
requests for leave associated with the COVID-19 vaccination are managed appropriately;
internal consult if a direct report wishes to seek an exemption from complying with this
framework and/or if they are otherwise unwilling or unable to comply with this framework;
the handling of any information associated with people’s health, safety, and/or wel being
sensitively and in accordance with the Airways policies and the Privacy Act 2020; and
their people are aware of the employee support services available.
6
RELEVANT LEGISLATION AND EXTERNAL LINKS
This list includes, but is not limited to:
Health and Safety at Work Act 2015
Ministry of Health guidelines
Ministry of Business, Innovation, and Employment
Unite against COVID-19
Privacy Act 2020
WorkSafe NZ
7
SUPPORTING DOCUMENTATION AND INFORMATION
Specific policies can be viewed on th
e Policy Hub:
Airways COVID-19 Protection Response – Traffic Light Guidelines
COVID-19 Vaccination Exemption Application Process & Form
Safety and Security Policy
Code of Conduct
Privacy Policy
Anti-Bullying and Harassment Policy
Recruitment and Selection Policy
Leave Policy
Flexible Work Policy
Contracting Policy
Travel Policy
Protection whilst travelling site (under Total Health)
International Travel Procedure. And International Trave
l Safety Case Template
Employment Agreements
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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Outcome of the COVID-19 Vaccination mandate consultation a
nd Frequently Asked Questions
Airways COVID-19 Risk Assessment – per traffic light setting
Employee Support Services page
8
RECORD AND QUALITY MANAGEMENT
Under the Information Management Policy, NZ Archives General Disposal Authority, and Airways
Retention & Disposal Authority, the following specific records must be retained:
Vaccination evidence records will be held in the employee’s personnel file and must be
retained for a minimum of 7 years from last entry date before destroying under GDA Class
3.1.0: Personnel Files. Information will be collected and handled according to the Privacy Act
2020.
Refer to Te Kete for more information on
records and information management.
POL_047 COVID-19 RESPONSE AND VACCINATION FRAMEWORK
EFFECTIVE DATE 24 JANUARY 2022
NEXT REVIEW: 24 JANUARY 2023
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Document Outline
