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Policy Number NYSF Policy 1.0
Effective Date 1 December 2020
Date Last Reviewed May 2021
Scheduled Review Date May 2022
Responsible Person CEO
COVID-19 Policy and Procedures - In-Person Events


What is the purpose of this policy?

NYSF takes the welfare and wellbeing of our staff, students, volunteers, and hosts seriously. This policy outlines NYSF’s policies and procedures to ensure the health and safety of any staff, students, volunteers, and hosts involved in NYSF in-person Program events during the COVID-19 pandemic.


Government directives and the law

This policy represents NYSF’s approach to dealing with the COVID-19 pandemic. However, this policy is in all respects subject to any overriding government directive or law. For example, if the government mandates that you must remain at home and gatherings are not permitted, then such directive overrides this policy.

We refer you to the various Government websites (both Federal and State) which contain up-to-date information on Government policy on COVID-19.

It is also important that in addition to government regulation, you abide by any additional COVIDsafe rules set down by our individual STEM hosts.

Details of all state and territory government health departments where you can find information on current COVID rules can be accessed at the Australian Government Department of Health website.


What specific measures are we taking?

To promote the health and safety of those participating in in-person visits during the NYSF Programs, NYSF will:

1. Endeavour to provide and maintain a safe environment for all staff, students, volunteers, and hosts;

2. Provide information, instruction, and supervision so far as we can to promote health and safety;

3. Provide access to adequate facilities to practice good hygiene. This includes hand sanitiser, soap, disinfectant spray, tissues, and where required, face masks;

4. Integrate work health and safety issues and risk management processes into all of our decision making and risk analysis;

5. Put in place mechanisms for monitoring work health and safety issues; and

6. Take any health concerns raised by you seriously.


What specific measures do we expect you to take?

While participating in any in-person visits hosted by the NYSF and its partners, you must:

1. Follow all aspects of this policy;

2. Take reasonable care to ensure your own health and safety, and that of other students, volunteers, staff, and visit hosts;

3. Not place others at risk or jeopardise the safety of the environment by any act or omission, such as participating in a visit while unwell;

4. Follow any procedures or protocols that we, the visit host organisation or NYSF group leader on the day implement at any time;

5. Cooperate with NYSF and the visit host organisation to meet our statutory work health and safety obligations;

6. Observe social distancing at all times, (see section 6 for further information);

7. Not attend an in-person event if you feel unwell or if you believe you may have come into contact with someone who is unwell;

8. Not attend an in-person event if you have travelled to a known hotspot within the past 14 days, or if you have come into contact with someone who has travelled to a known hotspot during that time;

9. Not attend an in-person event if you have had a test for COVID-19 and not yet received a negative result;

10. Practice cough etiquette (cough away from other people, cough or sneeze into your elbow; sanitise your hands after sneezing or coughing on them); and

11. Wash your hands thoroughly and regularly.


Travel to and from NYSF events

We encourage staff, students, volunteers, and hosts to minimise their use of public transport to travel to and from NYSF in-person program events as is practicable. At all times, travel much comply with any State or Federal Government restrictions.

If you choose to travel to and from an NYSF in-person program event, we encourage you to travel by means of private transport to limit the potential of contracting COVID-19.

If you are unable to travel to and from an event by means of private transport, please always use appropriate social distancing and hygiene practices as advised by your state or territory health department.


Practising social distancing and good hygiene at an NYSF in-person event

Whilst at an NYSF event, you will be required to follow social distancing rules. Such steps include:

1. Maintain a distance of at least 1.5 metres between you and others wherever possible in your group, including when walking, standing, and when eating;

2. Do not shake hands or hug to greet others;

3. Enjoy social time during a visit in the open air or somewhere with good ventilation;

4.Promote good hand washing, sneeze, and cough hygiene;

5. Use hand sanitiser frequently; before and after eating, using the toilet, touching surfaces in public areas, and coughing or sneezing;

6. Limit food handling and do not share food.

Hand sanitiser and hand-washing liquid will be available at all host sites; however, you are strongly advised to carry your own supply.


Washing your hands

Washing your hands is one of the most effective ways to prevent the spread of germs. Clean hands can stop germs from spreading from one person to another. You must ensure that you wash your hands properly. This can be done by following the following protocol:

1. Wet your hands with clean, running water (warm or cold), turn off the tap, and apply soap;

2. Lather your hands by rubbing them together with the soap. Lather the backs of your hands, between your fingers, and under your nails;

3. Scrub your hands for at least 20 seconds. Hum the “Happy Birthday” song from beginning to end twice;

4. Rinse your hands well under clean, running water; and

5. Dry your hands using a clean towel or air dry them.


What if I am diagnosed with COVID-19?

If you are diagnosed with COVID-19, you must:

1. Immediately inform us via email or a telephone call;

2. Not attend an NYSF event in-person under any circumstances; and

3. Follow the advice of your medical practitioner.


What if I think I may have COVID-19 or am awaiting a test result?

If you think that you may have symptoms of coronavirus or are awaiting the results of a test, you should immediately do the following:

1. Inform us via email or a telephone call;

2. Not attend an NYSF in-person event under any circumstances;

3. Go for a test, isolate and wait for the results. Continue to follow medical advice.

4. You should not attend until you have received medical advice that you are not infected, and that it is safe and appropriate for you to attend.


What should I do if I am at an NYSF event and I start feeling unwell?

If you are feeling unwell while at an NYSF in-person event, you must immediately notify your group leader (this may be a Rotarian or an NYSF student staff member). If we form a reasonable view that you are unwell, you will be directed to go home.

The group leader will inform the NYSF that a member of the group is feeling unwell and has been sent home. The NYSF will work with the event hosts to determine if the visit can resume.


Can I attend when my symptoms have resolved?

If you wish to attend an NYSF in-person event and have been unwell, you must provide evidence that you have tested negative for coronavirus.


Failure to comply with this policy

Any person attending an in-person program event who fails to follow this policy and any further directives relating to this policy may be asked to leave the event and return home.


If you need to contact the NYSF about this policy:

You can discuss this policy with the NYSF by emailing us at You should also refer to your NYSF agreement for information about how COVID may affect your attendance at your program.