General Program Statement:

The purpose of this program is to set forth the guidelines for management and staff to use in establishing and maintaining policies and procedures in order to prepare and respond to the onset of a potential health related pandemic.

This applies to all members, employees, applicants, contractors, visitors, and other third parties in connection with the Credit Union’s workplace. 



  • ROLE OF EXECUTIVE TEAM. The Executive Team will (1) approve the credit union’s written Pandemic Preparedness procedures and program; and (2) oversee the development, implementation, and maintenance of the Credit Union’s program, including assigning specific responsibility for its implementation.
  • ROLE OF MANAGEMENT TEAM. The management team will do the following:
    • Oversee the development and implementation of the Pandemic Preparedness program;
    • Draft procedures to ensure compliance with the program;
    • Monitor, evaluate and suggest adjustments to the program;
    • Ensure that staff are trained on these issues;
    • Ensure that the program is regularly tested and remains relevant to the scope and complexity of the Credit Union’s operations.
    • Brief the Executive Team of the Credit Union at least annually on the status of the program;
    • Monitor national and international pandemic news sources in order to be aware of potential outbreaks. Websites devoted to national health care issues will be monitored;
    • Identify key points of contact for emergency and health care organizations; and
    • Assess the potential implications for the Credit Union if a pandemic occurs.
  • ROLE OF EMPLOYEE. Each employee has a responsibility to prevent the spread of communicable diseases/illnesses. If they suspect that they are or could be asymptomatic of a communicable disease/illness, they should adhere to the recommendations issued by the relevant health authority – CARPHA/WHO/PAHO for specific illnesses and diseases.  


Additionally, this program requires the following actions be taken to reduce the spread of communicable diseases/illnesses in the workplace:

  • Notify their immediate supervisor and Human Resources. 
  • Stay home if they have or suspect they have a communicable disease/illness. 
  • Engage in good hygiene practices while at work, especially hand washing with soap and water or, if water is not available, using alcohol-based disposable hand wipes or sanitizers.
  • Cover their mouth and nose when coughing or sneezing, immediately washing or sanitizing hands, and avoiding touching their eyes, nose, or mouth.  
  • return to the workplace only after at least 24 hours of being symptom free and/or after being released by a medical professional. 
  • Employees who are well but who have a close family member or friend who has a communicable disease/illness may be permitted to continue reporting to the workplace. However, the credit union may take action to limit the individual’s potential for spreading any communicable disease/illness. 
  • PLANNING FOR IMPACT TO CREDIT UNION OPERATIONS. The Credit Union will take actions to ensure that the Credit Union is prepared for the impact to its operations in the event of a pandemic.
    • Pandemic Coordinator. The Credit Union will identify a Pandemic Coordinator and/or team with defined roles and responsibilities for preparedness and response planning. 
    • Essential Employees and Supplies. The Credit Union will identify essential employees and other critical supplies that are required to maintain business operations by location and function during a pandemic. To ensure resiliency, the Credit Union will cross-train employees to perform the essential functions.
    • Essential Business Functions and Processes. The Credit Union will assess and prioritize essential business functions and processes that may be affected by a pandemic.
    • Core Business Activities. The Credit Union will determine whether its core business activities can be sustained over several weeks with, potentially, only a minimal workforce available.
    • Demand Preparedness. The Credit Union will develop and plan scenarios likely to result in an increase or decrease in demand for its products and services during a pandemic (i.e., need for hygiene supplies, restricting mass gatherings, cash)
    • Financial Impact Projections. The Credit Union will determine the potential impact of a pandemic on Credit Union financials, using multiple possible scenarios that affect different product lines and branch sites.
    • Service Provider Plans. The Credit Union will evaluate the plans of critical service providers for operating during a pandemic. When possible, the Credit Union will implement a back-up arrangement to mitigate risk, with special attention to be directed at the Credit Union’s ability to access leased premises and whether sufficient Internet access capacity is available if telecommuting is a key risk mitigation strategy.
    • Up-To-Date Information. In the event of a pandemic, government health officials will issue information and warnings on how to avoid becoming ill. The Credit Union will pay close  attention to the guidance provided by local Health Ministries, Caribbean Public Health Agency (CARPHA) (, World Health Organisation (WHO) (  and  the U.S. Centers for Disease Control and Prevention (
    • Emergency Communications Plan. The Credit Union will establish (and revise when necessary) an emergency communications plan which will include identification of key contacts (with back-ups), chain of communications (including vendors and members), and processes for tracking and communicating business and employee status.
    • Testing. The Credit Union will implement (and revise when necessary) an exercise/drill to test the plan.
  • PLANNING FOR IMPACT TO EMPLOYEES AND MEMBERS.  The Credit Union will take actions to ensure that the Credit Union is prepared for the impact to its employees and members in the event of a pandemic.
    • Employee Absences. The Credit Union will forecast and allow for employee absences during a pandemic, due to factors such as personal illness, family member illness, community containment measures and quarantines, school and/or business closures, and public transportation closures.
    • Compensation and Benefits. The threat of a health risk may result in the Credit Union requiring an employee to refrain from coming to work. In these situations, an employee may utilize sick leave or paid time off in accordance with normal credit union policies. 


Employees should contact Human Resources with any questions regarding continuing benefits during any leave. 

Telecommuting and flexible works hours will be considered during a widespread pandemic event.

    • Contact Modifications. The Credit Union will implement guidelines to modify the frequency and type of face-to-face contact among employees and between employees and members (i.e., hand-shaking, seating in meetings, office layout, shared workstations).
  • ALLOCATION OF RESOURCES TO PROTECT EMPLOYEES AND MEMBERS DURING AN OUTBREAK. The Credit Union will take measures to protect its employees and members during an outbreak or pandemic.
    • Infection Control Supplies. The Credit Union will plan for and provide sufficient and accessible infection control supplies in its main office and all of its branches (i.e., hand-hygiene products, tissues and receptacles for their disposal).
    • Information Technology Infrastructure. The Credit Union will enhance its communications and information technology infrastructure as needed to support employee telecommuting and remote member access.
  • EDUCATING EMPLOYEES. The Credit Union will develop and disseminate materials covering pandemic fundamentals (i.e., signs and symptoms of, modes of transmission), personal protection and response strategies (i.e., hand hygiene, coughing/sneezing etiquette, contingency plans), and the Credit Union’s pandemic procedures.
    • Structure. Management will develop a testing program that will provide a high degree of assurance that critical business processes, including supporting infrastructure, systems and applications, will function even during a severe pandemic.
    • Elements.  Testing will include the following elements:
      • Roles and responsibilities of management, employees, key suppliers and members;
      • Key pandemic planning assumptions;
      • Increased reliance on online banking, telephone banking and call center services; and
      • Remote access and telecommuting capabilities.
    • Test results. Test results will be recorded. All appropriate updates will be made to the program and test.

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