Before the farm

Registry of Employers of International Agri-Food Workers

IAWs under the federal Temporary Foreign Worker Program (TFWP) are a vital part of Ontario’s agricultural workforce. Ontario is working closely with municipal, provincial, federal and health partners and the farming community to help farmers protect IAWs and support a strong food supply chain.

To keep supporting the agri-food sector, the Ministry of Agriculture, Food and Rural Affairs developed the Registry of Employers of International Agri-food Workers, a voluntary registry of employers under the agricultural streams of the TFWP. The voluntary registry is a tool that will help the government better identify welfare, health and safety resources needed for this vital agricultural workforce and their employers.

Employers who provide information through the voluntary registry will receive resources to support their employees’ wellness, health and safety, help their operations and important targeted information about their responsibilities as employers of IAWs. This could include notification on new programs and services that may be of interest, reminders of upcoming events or deadlines, and information on any relevant issue. Over time, improved coordination between all partners involved with IAWs will reduce burden for employers.

Screening

It is recommended that all persons, including visitors, seeking entry to an agri-food facility actively screen themselves using the self-assessment tool and follow the instructions provided.

The Ontario Fruit and Vegetable Growers’ Association has also developed a Workplace Daily Screening App that provides a digital alternative and streamlined way to collect and log screening information and allows workers to use it in their preferred language.

Additionally, employers are recommended to maintain passive screening through signage posted in the agri-food or congregate living setting.

For more information on screening, see the Ministry of Health document Outbreak Guidance: Workplace and Living Settings for Seasonal Agricultural Workers (IAWs).

Ensure you protect all personal information in accordance with applicable privacy law and in such a manner as to protect personal privacy of employees and visitors.

On the farm

COVID‑19 can be spread by people who do not have symptoms. This is why it is very important to have effective control measures in the workplace.

To operate your business more safely and to keep it operating, you may need to make changes to the workspace and to the way your work is done. Find recommendations and information in the COVID‑19 resources for businesses.

Maximizing physical distancing

Physical distancing remains one of the key public health measures to help reduce the transmission of COVID‑19.

It is recommended that everyone should keep 2 metres from other people as much as possible. If it is not possible to maintain physical distancing, ensure workers wear a mask or face covering.

Discourage employees from congregating both inside and outside the workplace.

Ensure workers maintain physical distancing (at least 2 metres) while in lunchrooms, meeting rooms and other indoor common areas. Stagger lunch breaks to allow only one cohort to use the lunch room and meeting room at one time. Have strong policies and procedures in place regarding the use of shared spaces and ensure that feedback is provided quickly to users of the spaces. Refer to Meal and break periods at work during COVID‑19 for more information.

Physical barriers (for example, plexiglass) may be helpful in specific situations, particularly where there are frequent, brief, short-range interactions or close contact between individuals (particularly workers not from the same cohort).

Maximize fresh air exchange where possible. Enhancing air ventilation such as use of HEPA filters and good maintenance of HVAC systems will complement other public health measures to reduce COVID‑19 transmission.

Cleaning and disinfecting

While employers always have an obligation to maintain clean worksites, this obligation is even more important due to COVID‑19.

Here are best practices for employers to follow:

  • Enable workers and visitors to properly clean their hands by providing access to handwashing stations and have alcohol-based hand sanitizers available at multiple, prominent locations in the workplace, including entrances and exits.
  • Encourage hand cleaning by washing with soap and water or using an alcohol-based (60-90% alcohol) hand sanitizer, especially before breaks and at shift changes.
  • When hands are visibly dirty, they should be washed with soap and water, and dried using single use paper towels.
  • If gloves are being used, perform hand washing before putting on gloves. Place gloves in the garbage (i.e., non-touch, lined waste receptacles, which should be placed throughout the workplace) after removing them, then clean hands.
  • Ensure adequate supplies are maintained.
  • In addition to routine cleaning, clean and disinfect surfaces or areas that have frequent contact with hands (high-touch surfaces) twice per day and when visibly dirty.
    • Examples of high-touch surfaces include door handles, counters, cabinet doors, elevator buttons, light switches, faucets, toilet handles, hand rails, touch screen surfaces, and keypads.
  • Only use disinfectants with a Drug Identification Number (DIN) issued by Health Canada that confirms they are approved for use in Canada. Follow manufacturer’s instructions and check the expiry date of products.
  • Maintain a cleaning log to track frequency of cleaning and disinfecting schedules within the workplace and in housing provided for workers.
  • Disinfect shared equipment (where sharing of equipment cannot be avoided).
  • Post hygiene instructions in English, French and all majority workplace languages and include pictures/infographics where possible so everyone can clearly understand how to do their part.

Learn about cleaning and disinfection for public settings (PDF), and see Health Canada’s list of hard-surface disinfectants with evidence against COVID‑19.

Non-medical masks and personal protective equipment

Masks serve two purposes to prevent the spread of COVID‑19 in workplaces, as source control to protect others from the individual wearing the mask, and as personal protective equipment (PPE) to protect the wearer. Not all masks are suitable for both purposes. The use of masks in agriculture workplace is an important control to be implemented in combination with other controls.

To learn more about PPE and source control masks, read Using Masks in the Workplace or the appropriate sections in the guide to developing your workplace COVID‑19 safety plan.

Masking for source control

Masks or face coverings may be worn to reduce the risk of spreading COVID‑19 to other people. Known as “source control masking,” this is another potential control measure that can be considered, in addition to the public health measures of hand hygiene, physical distancing, reducing the number of close contacts and screening for symptoms in a workplace. For this to be effective, everyone needs to wear a source control mask. When everyone wears a mask, it means "I am protecting you and you are protecting me."

Workers, volunteers, and contractors wearing masks or face coverings are should be trained on their proper use and how to safely put them on and take them off (for example, hand hygiene should be practiced before putting the mask on and after taking the mask off). For more information on using masks in the workplace, click here.

See the Government of Canada’s guidance: Non-medical masks and face coverings: How to put on, remove and clean, including replacing masks when damp or dirty, among other suggestions.

Personal protective equipment (PPE)

PPE is equipment and clothing worn by a worker to minimize exposure to hazards in the workplace, including infectious hazards such as COVID‑19. Examples of PPE include medical masks and eye protection.

PPE must be worn when workers cannot be protected through the use of engineering controls (such as plexiglass barriers) or administrative controls (such as cohorting) and may be potentially exposed to hazards such as COVID‑19.

You should determine whether PPE needs to be part of your hazard control plan. The need for PPE should be based on a risk assessment that includes the effectiveness of other controls and may take into consideration input from the local public health unit (for example, about the level of risk in the community). Although proper use of PPE can help prevent some exposures, it is the last control measure and should be used in addition to all other public health measures.

It is important that masks worn as PPE are appropriate for that purpose. They must also be safe and not introduce other hazards. There may be conditions in which consistent and appropriate mask use is challenging (for example, very hot or humid conditions).

Ensure that workers, volunteers, and contractors who are using PPE are trained on their proper use and how to safely put them on and take them off.

Check a list of over 200 companies that sell PPE such as masks, gloves, sanitizer and counter guards to keep yourself and your workers safe from COVID‑19. The federal government also has a listing of organizations buying and selling PPE during COVID‑19.

Cohorting

Cohorts are work teams or crews of people that live together or work and/or live together on the same shift or in the same area of the business. Establishing cohorts can help to limit transmission of the virus and identify who has been in contact with whom if a COVID‑19 case occurs. This also enables farms to identify only those workers exposed to the COVID‑19 positive employee and requiring isolation, minimizing potential disruptions to operations.

Possible ways to create and maintain cohorts include:

  • Establishing cohorts out of work teams or crews of people that work and/or live together. Cohorts should be as small as possible.
  • Breaking your business into zones and limiting the number of people working across zones.
  • Scheduling the same workers in a cohort to work together and/or take breaks at the same time each day. Stagger starting times for different cohorts.
  • Minimizing mixing between cohort groups as much as possible. Each cohort should stay physically distant from other cohorts when possible, keeping at least 2 metres apart.
  • Arranging bus schedules or shuttles to carry the same cohort of workers together.
  • Ensuring that, as much as possible, workers do not work at more than one operation at a time. This includes temporary help agency workers.
  • Cohorting temporary agency workers separately from other existing cohorts of workers.
  • Minimizing movement of workers between farm operations in their region.
  • Using a cohort list to track workers in the cohort for contact tracing purposes.

Farms and other agri-food operations may also have workers living together in employer-provided congregate housing and/or commuting to the same workplace together in company buses or carpools. Workers who live together in a congregate setting are considered a cohort and this grouping should be maintained at the workplace as much as possible.

The following is additional guidance for cohorts:

Do:

  • maintain cohorts at the workplace as much as possible
  • maximize the distance between accommodations as much as possible
  • limit social activities to only those within their bunkhouse or cohort
  • keep the number of workers using common areas as small as possible—only workers in the same cohort should use common areas at the same time

Don’t:

  • assign workers to cohorts with any workers living in a different congregate setting
  • allow cohorts of workers living in different congregate settings to interact within 2 metres

For more information, read:

Transportation

It is recommended that face coverings or masks be worn by all individuals in vehicles during transportation.

If possible, workers should be transported in individual vehicles or within cohorts. If that is not possible, maximize physical distancing between cohorts. Depending on the weather, open the windows. Record seating arrangements to facilitate contact tracing.

Clean and disinfect surfaces in vehicles, especially high-touch areas such as the steering wheel, other driving controls, arm rests and door handles.

Additional strategies identified for school bus operators may be useful, if buses are used.

Establishing an employee attendance policy

You should ensure workers do not come to work sick and note increased absenteeism, including those from a third party (for example, temporary agency workers). You should have a clear procedure for workers to notify a supervisor if they are sick. Additionally, supervisors should have a clear plan for follow-up with employees who have missed work due to illness.

Keep updated lists of all workers for contact tracing purposes, along with up-to-date contact information including contact information for:

  • temporary agency workers
  • third party employers

Let workers know that financial compensation and leaves may be available should they be unable to work due to COVID‑19.

Case management on the farm

If there are no positive COVID‑19 cases

Case management decisions are made by the local PHU, guided by the Ministry of Health’s Public Health Management of Cases and Contacts of COVID‑19 in Ontario and other relevant provincial guidance.

You may wish to arrange asymptomatic testing and health assessments by a third-party provider at regular intervals to identify asymptomatic cases of COVID‑19 as an additional layer of protection. Additionally, IAWs in congregate living settings are considered a priority group for symptomatic PCR testing in accordance with the current COVID‑19 Provincial Testing Guidelines.

You must continue to take all the appropriate steps to protect your workers including physical distancing, PPE and enhanced cleaning. Testing does not replace the importance of ongoing adherence to these preventive measures in the workplace to protect your workers.

If there is a single asymptomatic case

Periodically, a single positive case may be identified in a farm worker through asymptomatic testing. In these instances, you should consult with the local public health unit to determine the appropriate management of the case, following the Ministry of Health’s guidance and any other relevant provincial guidance. Find list of all public health units in Ontario.

Note that even a single positive case in a congregate living setting (for example, a bunkhouse) could signal a suspected outbreak and may lead to declaration of an outbreak, given the high risk of spread in this setting.

If there is an outbreak

It is the role of the local public health unit to investigate and assess possible COVID‑19 cases and contacts in the community, and to determine when to declare an outbreak. This will involve collaboration with the affected workplace (for example, a farm) and workers. The specific workplace, and any associated congregate living settings, will also need to be considered in declaring an outbreak.

Once an outbreak is declared, the local public health unit will direct testing and associated public health management of all those impacted. OMAFRA staff can help access information on how to get additional supports if needed. Contact omafra.labour@ontario.ca for more information.

Additional guidance for outbreak control measures and roles of the employer, the local public health units, the Ministry of Labour, Training and Skills Development, and the Ministry of Health is available in Management of Cases and Contacts of COVID‑19 in Ontario, COVID‑19 Guidance: Congregate Living for Vulnerable Populations, and Outbreak Guidance: Workplace and Living Settings for International Agricultural Workers (IAWs).

Case management decisions are made by the local public health unit, guided by the Ministry of Health’s Management of Cases and Contacts of COVID‑19 in Ontario and other relevant provincial guidance.

The following are general guidelines:

  • All positive COVID‑19 cases (asymptomatic or symptomatic) should be isolated immediately upon diagnosis.
  • Positive cases should be reassessed immediately and regularly for new or worsening symptoms of COVID‑19.
  • Active cases (that is, those that may still be infectious) should not work, even if they have no symptoms, until they are cleared by the local public health unit.
  • For close contacts of individuals who are a suspect or confirmed case, they should:
    • self-monitor for any symptoms for 10 days after their last exposure
    • immediately self-isolate and seek testing if they develop symptoms of COVID‑19
    • continue to wear a well-fitted mask in all public settings and avoid non-essential activities where mask removal is necessary
    • avoid visiting anyone who is immunocompromised or at higher risk of illness (for example, seniors)
    • avoid non-essential visits to settings such as hospitals and long-term care homes

Managing cases in congregate living

It is important to understand the living situation of a worker who tests positive for COVID‑19.

If they live in a congregate setting associated with a farm or in a community setting, here are additional guidelines:

  • All positive COVID‑19 cases who reside in employer-provided living settings, regardless of whether they are symptomatic or asymptomatic, should be isolated immediately upon detection for a minimum of five days (after which, self-isolation may end if the worker has no fever and their symptoms are resolving for at least 24 hours or 48 hours if the symptoms are nausea, vomiting and/or diarrhea).
  • In addition to self-isolation, for 10 days after symptom onset or positive test (whichever is earlier) they should:
    • continue to wear a well-fitted mask in all public settings and avoid non-essential activities where mask removal is necessary
    • maintain physical distancing when masks are removed for eating, sleeping and other essential activities within the congregate living setting
  • Do not visit anyone who is immunocompromised or at higher risk of illness (for example, seniors) and avoid non-essential visits to highest risk settings such as hospitals and long-term care homes. For close contacts of individuals who are a suspect or confirmed case, including those in an employer-provided living setting, they should:
    • self-monitor for any symptoms for 10 days after their last exposure and self-isolate and seek testing if they develop symptoms of COVID‑19
    • continue to wear a well-fitted mask in all public settings and avoid non-essential activities where mask removal is necessary (for example, dining out where masks cannot be worn)
    • maintain physical distancing when masks are removed for eating, sleeping and other essential activities within the shared accommodation
    • avoid visiting anyone who is immunocompromised or at higher risk of illness (for example, seniors) and avoid non-essential visits to highest risk settings such as hospitals and long-term care homes
  • It is strongly recommended that you support ongoing health monitoring of these individuals to identify any immediate health or other essential needs.
  • It is important to ensure that workers do not leave these bunkhouses except for fresh air breaks (separate from other workers not under isolation) with appropriate physical distancing and masking.
  • Your local public health unit may direct you to secure additional isolation facilities for workers. The local public health unit will help you connect with the appropriate facilities.

Employers should also familiarize themselves with any isolation requirements under the Federal Emergency Orders made pursuant to section 58 of the Quarantine Act, including the Minimizing the Risk of Exposure to COVID‑19 in Canada Order (Quarantine, Isolation and Other Obligations - QIO) as well as the updated Immigration and Refugee Protection Regulations.

Note that if a farm employer is providing housing for IAWs, the responsibility for securing the isolation spaces lies with the employer. Employers who do not provide housing for workers of their agri-food facility are not responsible for providing isolation spaces.

Notifications

If an employee contracts COVID‑19 in the workplace (as an occupational illness), you are required to report the illness to the Workplace Safety and Insurance Board (WSIB) within three days of receiving notification of the illness. More information on how to report the illness is available on the WSIB COVID‑19 Update page.

IAWs are entitled to the same benefits as Ontario workers. As the employer, please ensure that they are aware of these benefits if needed.

Additionally, if you are advised that a worker (current or former) has an occupational illness (COVID‑19 or other), or that a claim for an occupational illness has been filed with the WSIB, you must give notice, in writing, within four days to:

  • a director of the Ministry of Labour, Training and Skills Development. This can be achieved by sending an email to MLTSDoccillness.notices@ontario.ca
  • your joint health and safety committee or health and safety representative
  • the trade union (if applicable)

You do not need to determine where a case was acquired. If it’s reported to you as an occupational illness, you must report the case.

If someone is killed or critically injured at the workplace, as the employer you must immediately notify the Ministry of Labour, Training and Skills Development's Health and Safety Contact Centre at 1-877-202-0008 (operates 24/7). Learn more about the requirements for reporting an occupational illness to the Ministry of Labour, Training and Skills Development.

In the case of an international agricultural worker death, the employer should immediately contact the police and a coroner. Get more information on the Ontario Coroner’s Office and FAQs on reportable deaths.

In the event of a critical injury or death of a worker, please refer to the Health and Safety section of your current contract with the consulate of the workers home country for details on your reporting requirements and timelines.

Case resolution

If workers reach the end of their isolation period and have a fever and/or other symptoms, those workers must continue to isolate until their symptoms have improved for at least 24 hours (or 48 hours if the symptoms affect the digestive system) and they have no fever.

For workers in employer-provided living settings, all members of the household must also isolate for the duration of the isolation period, unless they have previously tested positive in the last 90 days and they currently do not have symptoms. For more information, please refer to the COVID‑19 Provincial Testing and Clearance Guidance on criteria for discontinuing self-isolation.

Housing

Limiting or decreasing congregate housing

A key intervention to help prevent the transmission of COVID‑19 is to identify and isolate positive cases.

If a COVID‑19 case is identified in a congregate setting, all workers who live in that setting are considered potential close contacts, based on Outbreak Guidance: Workplace and Living Settings for Seasonal International Agriculture Workers (IAWs).

To avoid transmission in congregate settings, consider housing standards in which physical distancing (at least 2 metres) and self-isolation is achievable, such as:

  • providing additional or alternate housing
  • considering additional measures, such as private rooms or rooms with the fewest number of occupants
  • limiting the number of people sharing washrooms
  • changing furniture placement to allow 2 metre distancing

This minimizes the number of close contacts, and therefore, if a case is identified within the workforce, fewer workers will be identified as close contacts and most will be able to continue to work.

In shared bedrooms, space should be increased between beds to at least 2 metres. If this is not possible, consider different strategies to keep residents apart such as:

  • placing beds head to foot or foot to foot
  • using temporary barriers between beds
  • avoiding the use of bunk beds

Helping to ensure quick access to medical care is important. In the housing there should be a sign that clearly communicates who to contact in an emergency, including providing information on 911 and the address of the bunkhouse. It is important to ensure International Agricultural Workers are aware that they have access to medical services when needed.

Accommodation in isolation spaces

Employers who hire an IAW must follow the requirements set out under the Emergency Orders made pursuant to section 58 of the Quarantine Act, including the Minimizing the Risk of Exposure to COVID‑19 in Canada Order (Quarantine, Isolation and Other Obligations - QIO), the Immigration and Refugee Protection Regulations (IRPR), as well as provincial and territorial employment and labour laws to ensure the health and safety of the IAWs they employ.

Isolation spaces are used when a worker lives in a congregate setting and meets at least one of the following:

  • becomes sick
  • tests positive for COVID‑19
  • is exposed to COVID‑19

An isolation space is a room that allows a worker to self-isolate safely and comfortably. Every worker who tests positive for COVID‑19, along with their close contacts, should have their own enclosed room and dedicated washroom.

There should be information in the room that clearly communicates who to contact in an emergency, including providing information on 911 and the address if there isn’t medical personnel onsite. It is important to ensure workers are aware that they have access to medical services when needed.

Employers of an agri-food facility should anticipate the need for isolation spaces. You are responsible for having a plan in place for rapidly securing isolation spaces should the need arise, along with adequate food, potable water, necessary supplies and other supports. Meals should be nutritious, well balanced and accommodate any necessary dietary restrictions. Workers under isolation should be able to store food in a safe manner.

This plan could include:

  • a house in town
  • a local hotel
  • existing accommodation on-farm

In the instance of a large outbreak and if you are unable to secure enough isolation spaces, you may request additional support. The local public health unit will work with local municipalities and the province to secure appropriate isolation spaces and personal care services.

Modular/temporary housing guide

The modular/temporary housing guide, developed with the Housing Working Group, provides guidance on temporary housing solutions for employers who provide accommodation for their workers, and a directory of companies able to provide such housing.

Other supports

Psychological, mental health and social supports

We care about the mental health and well-being of farmers, farm families and agri-food workers, and recognize they face unique challenges.

In April 2021, Ontario increased mental health support during the COVID‑19 pandemic. Learn more about the resources available to support mental health and addiction issues during the pandemic (PDF).

In August, the governments of Canada and Ontario invested in new initiatives to support and promote mental health in Ontario's farming and rural communities. Access to free, professional mental health counselling support can be obtained by calling the toll-free number 1-866-267-6255. These initiatives will improve the mental health services available to Ontario’s agricultural sector and help ensure farmers, their families and their employees have additional places to turn when help is needed. Learn more about how the government is supporting farming and rural communities.

For mental health supports, ConnexOntario provides telephone, text, chat and e-mail assistance available 24 hours a day, seven days a week. Language supports are available in over 170 languages, including Mandarin, Spanish, Portuguese, Italian, Vietnamese, Greek, Polish, Russian and Serbian.

Additionally, to learn about mental health resources available for farmers, visit:

Additional resources

We have online resources to help you prevent the spread of COVID‑19 in the workplace and we encourage you to take advantage of them in developing your safety plan

For questions on workplace infection prevention and control related to COVID‑19 infections, employers can contact local public health units.

There are also many online resources available:

Worker guidance:

Displaying easy-to-understand posters or playing videos for your workers is a great way to remind everyone how best to protect themselves against COVID‑19:

Posters:

Videos:

If you have an immediate health emergency call 911. For non-emergency health questions contact Health811 at 811.

If you believe conditions in a workplace are unsafe or if you or someone else is experiencing harassment or violence on the job, call the Ministry of Labour, Training and Skills Development Health and Safety Contact Centre at 1-877-202-0008 (TTY: 1-855-653-9260). The number operates 24 hours a day, seven days a week.