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Covid 19 Level 2 Hero

GUIDANCE FOR OPERATING AT ALERT LEVEL 2 

COVID-19 Alert Level 2 is not business as usual or a return to “normal”. It is a slightly less restricted version of Alert Level 3. See this document for more information on Alert descriptions.

We’ve created the following additional alert pages:

The Golden Rules for businesses at Alert Level 2:

  1. Do everything you can to reduce the risk of Covid-19 transmission at work — we all have a part to play in keeping each other safe.
  2. Covid-19 is still out there. Play it safe.
  3. All businesses can operate if they can do so safely. Alternative ways of working are still encouraged where possible.
  4. Talk with your staff to identify risks and ways to manage them.
  5. Ask everyone - workers, contractors and customers, with cold or flu-like symptoms to stay away from your premises.
  6. Keep workers 1 metre apart and customers in retail businesses 2 metres apart.
  7. All businesses must display a Government-issued QR code for use with the NZ Covid Tracer App and provide an alternative contact tracing system.
  8. Face coverings are strongly encouraged if in close contact with others (and compulsory on public transport such as domestic flights).
  9. Reduce the number of shared surfaces, and regularly disinfect them.
  10. Wash your hands. Wash your hands. Wash your hands.

Other information:

  • You must continue to operate within your Covid-19 Safe Workplace plan.
    • Maintain and update your plan regularly - ensure you consult with staff.
    • Obtain necessary supplies before opening.
    • Think about how restrictions impact existing H&S practices.
    • Record workplace interactions – who works with who; did you speak to customers (who?).
    • Make the Covid-19 Safe Workplace Plan available to staff, suppliers, and customers.
    • Customers, suppliers and staff, need to understand how your site operates under Alert Level 2.

MTA has developed a Safe Workplace Plan template to assist you >> Here is an example of a Safe Workplace Plan >>

  • People are advised to minimise non-essential travel.
  • WorkSafe may visit workplaces to audit Covid-19 safe workplace plans. 
  • Stick to your plan and follow the simple principles of play it safe, reduce contact, clean everything, track and trace.

Checklist for moving to Covid-19 Level 2 operations

This checklist is not exhaustive and it is up to each business owner to consider the risk areas within their specific workplace.

Setting up your workplace to operate under Alert Level 2

Prepare your business and comply with public health measures like:

  • Regularly disinfecting surfaces.
  • Ensuring staff wash hands regularly.
  • Applying cough and sneeze etiquette (into elbow).
  • Not touching your face.
  • Ensure staff stay home if sick.

Update your Covid-19 Safe Workplace Plan

  • Take the opportunity to review your safe work plan.
  • Is it fit for purpose?
  • Think about any changes or improvements for Alert Level 2.

Review your risk assessment for Level 2 (health & safety)

  • Take the opportunity to review your risk assessment.
  • Is it still fit for purpose?
  • Think about any changes or improvements for Alert Level 2.

More detailed information on completing a Risk Assessment is available further down this page.

Review your staff protocols

  • Take the opportunity to review how things have been going.
  • You’ll need to consider what risk employees that travel by public transport pose.
  • Remain vigilant regarding unwell employees. Look at, and update your leave policy, in particular the sick leave section.
  • Continue to promote good hygiene practises – if nothing else it will help to limit other transmissible diseases like colds etc and hopefully reduce illness being passed on in the workplace, thereby maybe reducing overall sick days this coming winter.
  • Consider work from home options for admin staff if practical.
  • Remember to promote EAP services – employees may still be under stress.
  • If you do not have a base H&S system in place, only the requirements for Level 3 – get the system set up. Contact MTA HR for advice.
  • If you are in the position of having to consider redundancies, contact MTA HR for advice. Just telling someone they are redundant with no process carried out, exposes you to huge risk (with potential financial consequences).
  • You can contact the MTA HR team by emailing hr@mta.org.nz or calling 0800 00 11 44.

Contact tracing

At Alert Level 2 and higher, you legally must have an alternative system - such as these Contact Register Forms - for people who do not use the NZ Covid Tracer app. You may be contacted if your business is a potential contact.

Learn more about Covid-19 contact tracing, including privacy recommendations for customer information that you collect.

Suppliers & Contractors

  • Review how you operate at Level 2.
  • Update suppliers on any changes that you’re planning.

Customers

  • Review how you operate at Level 2.
  • We’ve made suggestions on safe operating procedures below.
  • Make sure you make customers aware of what they need to know and do when visiting your site.
  • Customers will be allowed to enter your business but must still maintain 2m physical distance from you and your staff.
  • You should think about how your reception is laid out, how you will take payments and interact safely with customers.
  • If appropriate, send them a copy of your Safe Workplace Plan.

Risk assessments

Purpose

This guidance is designed to help MTA members work through a risk assessment of their own premises and operations to help them establish safe operating procedures during Covid-19 outbreak. It applies to ALL sectors.

Note: This guidance and the accompanying template are provided as general guidance on how a business might undertake a risk assessment with respect to operating under Covid-19 Alert Level 2. MTA is not responsible for the assessment completed by any person who uses this information. Business owners are obliged to properly conduct health and safety assessments of their own specific workplace.

Assumption

A risk assessment usually asks you to consider how likely something is to happen, and the consequences of that happening. For all the operational matters below, businesses should assume:

  • Likelihood – act as though everyone (workers, customers, suppliers) may be infected.
  • Consequence – serious health problems, including potential death, workplace operations must include mitigations or protections that seek to eliminate this potential harm or reduce its impact.

Elements of the assessment

Covid Hazard – this refers to the area of operation and how it might be affected by Covid-19. For example: workplace surfaces that are touched regularly by staff, suppliers, or customers; interactions, such as workers, customers, and suppliers. Who is affected – identify who is affected by this hazard. Control measure – what can you do to minimise or eliminate the hazard? For example – workers maintain one metre distance, use of PPE, etc. How monitored – how will you ensure that the control measure is in place (e.g registers being completed, etc). Responsibility – while ultimate responsibility rests with the PCBU (Person Conducting A Business), who within the business should own this control measure or hazard?

Risk Assessment template

We have developed a template Risk Assessment form to assist you.

Here is an example of how the form could be completed >>

Level 2 safe operating guidelines

Repairers

Repairers can operate on vehicles for non-essential workers and on non-essential vehicles. This includes carrying out Warrant of Fitness inspections, maintenance and routine servicing.

It is the decision of individual businesses to determine if they can operate safely. These guidelines are to assist MTA Members in the development of their site-specific plans.

All people on-site should sign in using either the QR code or an alternative contact tracing system. This includes employees, customers and other visitors. Make sure it’s done every day, including weekends and after hours.

Staff

  • Maintain hygiene protocols – regular cleaning of common surfaces, floors, door handles, phones etc.
  • Physical distancing to be maintained: 2m with customers, 1m with other staff.
  • Where possible use every second work bay or run different shifts to ensure there is enough distance between staff.
  • Staggered break times.
  • Shared tools and equipment to be cleaned down after use.
  • Work clothes to be washed in a hot wash every day.

Customers

  • Check before you accept their car by email or phone. Ask them if they have:
    • They or anyone in their bubble has been tested for Covid-19?
    • If they or anyone in their bubble has tested positive for Covid-19?
    • If they are showing any flu like symptoms, e.g. sore throat, temperature, headaches, sneezes etc.
    • If someone is not well, request they do not come to the site.
  • Operate a booking system to stagger the arrival and departure of customers. When customers make a booking advise a time that they can drop the vehicle off, stagger the drop off times by 15 minutes. The same goes for pick up times.
  • For example:
    • Drop off times 8am, 8.15am, 8.30am, 8.45am etc.
    • Pick up times: 3pm, 3.15pm, 3.30pm, 3.45pm etc.

Contractors/suppliers

  • Have a designated drop off area.
  • Order parts online or over the phone.
  • Maintain social distancing.
  • Company reps, insurance assessors or contractors may visit the site to carry out work but must comply with your business action plans.

Personal Protective Equipment (PPE)

  • MTA members can obtain items such as disposable seat covers and coveralls through the ECOS shop in the MTA Toolbox.
  • Repco also has a wealth of PPE and cleaning equipment available; they can be ordered online or via telephone.

View Repairer Workflow Diagram >>

Service Stations

Service stations can operate with convenience stores having an 'open door policy'. However, you must apply measures to comply with public health requirements to keep staff and customers safe.

It is the decision of individual businesses to determine if they can operate safely. These guidelines are to assist MTA members in the development of their own site-specific plans.

All people on-site should sign in using either the QR code or an alternative contact tracing system. This includes employees, customers and other visitors. Make sure it’s done every day, including weekends and after hours.

Staff

  • Ensure staff interaction with other staff is controlled i.e. 1m separation, perspex screens at POS terminal.
  • Consider assigning specific tasks to individual staff members and roster appropriately.
  • Manage shifts to ensure staff maintain required separation when working i.e. staggered lunch breaks etc.

Customers

  • Under Alert Level 2 an open-door operation is allowed but you must continue applying the required public health measures (disinfecting surfaces).
  • Coffee can be prepared and sold, and customers can consume on site so if you have cafe style set up in the c-store, these areas will need to be configured to maintain 1m social distancing You will also need to apply appropriate cleaning of tables after each customer use.
  • To safely manage interaction with customers (you might need more controls as a result of more customers due to Alert level 2 i.e. a 1m separation distance, install Perspex cough and sneeze guards).
  • It might be worthwhile placing floor markings to advise customers where to stand when making payment.

Contractors / suppliers

  • Review delivery processes to minimise contact between staff and contractors, establish designated drop off areas.
  • Think about your interaction with fuel delivery tanker and how to minimise risk of infection transmission.

Personal Protective Equipment (PPE) / Infection control

  • With more customers you might need to increase staffing levels so will need to put in place effective staff separation rules (1m with masks, split shifts, staggered meal breaks etc).
  • Maintain hygiene protocols currently in place i.e. cleaning pumps, POS terminals, door handles, toilets and staff lunchrooms, cafe tables and chairs, self-service areas etc (this might need to be enhanced with more customers coming in as a result of Alert Level 2).
  • Make sure all cleaning materials (wipes) are disposed of correctly, sealed in bags and placed in rubbish promptly.
  • If you provide staff uniforms, it would be advisable to have staff change into their own clothes at the end of the day and have uniforms commercially cleaned to minimise risk of virus spread.

Dealers

It is the decision of individual businesses to determine if they can operate safely. These guidelines are to assist MTA Members in the development of their site-specific plans.

All people on-site should sign in using either the QR code or an alternative contact tracing system. This includes employees, customers and other visitors. Make sure it’s done every day, including weekends and after hours.

Staff

  • Maintain separation protocols – 1m between staff members, 2m between staff and customers.
  • Keep vehicles locked to minimise cleaning requirements. Only unlock vehicle for genuine customer evaluation. Wipe down afterwards. Consider using a contact log within each vehicle, to record all cleaning times, and customer engagements.
  • Maintain hygiene practices – regularly clean and wipe down frequent touch surfaces in showroom and office areas (eg door handles, desktops, customer seating areas, etc).
  • Remove magazines, newspapers, toys etc from customer reception areas.
  • Organise sale engagement via online means as much as possible. Collect financing support documentation via online means where possible.
  • Schedule customer appointments to minimise busy periods on site.
  • Check before you engage with customers in person by asking if:
    • They or anyone in their bubble been tested for Covid-19?
    • If they or anyone in their bubble has tested positive for Covid-19?
    • If they are showing any flu-like symptoms e. sore throat, temperature, headaches, sneezes, etc.
    • If someone is not well, request they do not come to the site.

Customer

  • Maintain 2m separation distance between staff and customer.
  • Any customer engagement should be in open areas (yard, large rooms) to allow separation distances – avoid small office spaces if unable to maintain 2m separation.
  • Frequently wipe down all customer contact points (door handles, desktops, etc).
  • Trade-in evaluation: apply safe hygiene protocols when assessing trade-in vehicles (wipe down all touch points, before and after). Consider PPE for staff.

Contractors/suppliers

  • Designated drop off area to minimise physical contact with staff.
  • Order parts online or over the phone (if required).
  • Maintain social distancing – 2m.
  • Company reps, insurance assessors or contractors may visit the site to carry out work but must comply with your business action plans.

Personal Protective Equipment (PPE)

  • Consider using gloves for handling keys, paperwork handed to customers (if any)
  • Car seat covers and face masks when entering a vehicle that has been used by a customer (test drive return for clean or trade-in assessment).
  • MTA members can obtain items such as disposable seat covers and coveralls through the ECOS shop in the MTA Toolbox.
  • Repco also has a wealth of PPE and cleaning equipment available; they can be ordered online or via telephone.

View Dealer Workflow Diagram here >>

Vehicle Recovery / Parts / Retail

Vehicle recovery

  • Maintain social distance of 2m with members of the public and customers.
  • Maintain hygiene protocols - regular cleaning of common surfaces, floors, door handles, phones, steering wheels, gear leavers, etc.
  • Clean work clothes in hot water every night.
  • Use contactless payment methods.

Parts / retail

  • Similar to vehicle repair in keeping staff and customers safe.
  • Maintain social distancing of 2m with members of the public and customers and 1m with staff.
  • No customers to be in showroom, internet and phone orders only.
  • Designated pick up and drop off areas for parts.
  • Ask customers to assign a drop off area for couriers.
  • If staff need to visit a customer, they must abide with that business’s H&S policies and safe work plan.
  • Use contactless payment methods.

Level 2 Updates, Helpful Sites & Resources