Latest revision as of 10:28, 13 April 2014

EMPLOYEE COMMUNICATIONS

It is important that employees are kept informed of developments as an emergency is developed and beyond. Their concerns will include their own safety, the safety of their co-workers, their ongoing compensation and that their families are also being kept informed. One of the duties of the Human Resources Team is to ensure that all employees are informed of the latest developments regarding the emergency. During a major disaster or extensive emergency response, an Employee Coordinator will be assigned by the Human Resources Team to keep employees informed. These channels could include electronic mail, posted bulletins (faxed to remote locations), telephone, and video (if appropriate).

Employee Coordinator activities include:

• Obtaining from the Communications Coordinator (appointed by the Corporate Communications Team) the responses that are provided to public or media telephone inquiries and reports, and transmit that information to the employees.
• Advising employees of bulletins and news reports that are reporting speculation or misinformation.
• Determining Industrial Relations information necessary to distribute to employees.
• Advising employees of salary continuation, cash advances, and work hours.
• Determining reporting procedures in the event a facility is evacuated or damaged.

FAMILY COMMUNICATIONS

The Employee Coordinator should be the corporate point of contact for ensuring a line of communication with (Company) employee family members. Due to the extensive employee efforts required, an employee family hot line may be set up to handle inquiries relating to employees. The family hot line may be used by family members to determine the work status of an employee and relay information to that employee.

Employees should be notified of the hot line number as soon as it has been set up and manned. Calls will be taken and logged. The employee's supervisor will receive the information from the telephone center and passes it on to the employee on the job. The employee may elect to call the family member back personally, or relay a message through his or her supervisor.

FAMILY ASSISTANCE

In the event that a major family crisis develops, it will be essential that employee family concerns be addressed. It will be important for working employees to know the status of their family and home and vice versa. To accommodate this need, a Family Assistance Representative (FAR) (in the Human Resources Team) will be designated by the Employee Coordinator to manage this program. The range of employee support provided will depend on the nature of the emergency and expected duration.

Employees will also be encouraged to:

• Consider how they would communicate with their families in case they are separated from one another.
• Arrange for an out-of-town contact for all family members.
• Designate a place to meet family members in case they cannot get home during an emergency.

SUPPORTING DOCUMENT REFERENCES

There are supporting documents from elsewhere in the company that should be referred to. Some examples in this area are:

• (Company) Personnel Policy and Procedures
• Medical & Safety Services Emergency Response Plan