Employee Guidelines COVID-19 - July 6, 2021 - City of Salem
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July 6, 2021
COVID-19
Employee Guidelines
COVID-19
EMPLOYEE GUIDELINES
TABLE OF
CONTENTS
Introduction, 1
COVID 19 Employee Reporting Flow Chart, 2
Department Liaisons, 2
Employee’s Responsibilities, 3
Employee’s Health & Reporting Requirement, 4
Face Covering Ay Work, 5
Return to Work Guidance, 7
FAQs, 10
COVID-19 Terms & Definitions, 14
1 COVID-19 EMPLOYEE GUIDELINES INTRODUCTION Throughout the current COVID-19 pandemic, the City of Salem has prioritized the health and safety of our employees and our community. These COVID-19 guidelines have been developed by our Human Resource team in conjunction with our Emergency Operations Center to help City employees understand the various workplace policies and guidance that have been established by the Center for Disease Control (CDC), Oregon Health Authority (OHA), Oregon Occupational Safety and Health Administration (OR-OSHA), and the City of Salem. As City employees, we have a responsibility to our community to take care of ourselves, each other, and our residents, so we can continue to provide excellent services. Our policies and protocols are working. We have had some positive cases, some workplace exposures, but overall our work cases are very low. You listened and acted, and I thank you for that. Your actions have kept your co-workers and colleagues healthy. We are trying to keep pace with the state's response. We are monitoring the Centers for Disease Control and Oregon Health Authority's guidance. Thank you for what you do and for recognizing the important role you play in the Salem community. If you still have questions related to the City’s guidance after reading this manual, please contact your HR Analyst. Sincerely, Steve Powers City Manager
2 COVID-19 EMPLOYEE GUIDELINES DEPARTMENT LIAISONS Police Department: Lt. Ben Bales (503-932-5197) Deputy Chief Steve Bellshaw (503-932-4607) WVCC: Ian Wilson (503-932-1694) Fire Department: Deputy Chief Reed Godfrey (503-932-5637) All other Departments: Michele Bennett (503-589-2077); Carrie Wagner (503-588-7241)
3
COVID-19
EMPLOYEE GUIDELINES
EMPLOYEE'S RESPONSIBILITIES
The City will continue to provide routine cleaning and sanitization in City facilities. The Facilities Custodial
Services crew performs this work on set schedules. Cleaning/Sanitizing stations are provided at various
locations throughout City facilities. There are also necessary supplies provided for employees to clean their
assigned work areas. If you are unsure of your responsibilities regarding cleaning/disinfecting and other
measures to prevent the spread of COVID-19, Please contact your supervisor, department director, and/or HR
Analyst.
Workplace Maintenance Personal Hygiene
Employees are responsible for cleaning their Each employee is responsible for maintaining good
assigned workspace: desk, computer, phone, personal hygiene. Wash your hands often with soap
keyboard, tablet, chair, personal belongings, etc. and water for at least 30 seconds especially after
Employees are also responsible for cleaning after you have been in a public place, or blowing your
using shared space, e.g., conference/meeting nose, coughing, or sneezing. If soap and water are
rooms, kitchen, and shared equipment, e.g., fax, not available, use hand sanitizer that contains at
copiers. least 60% alcohol.
When Feeling Sick Physical/Social Distancing
If a City employee feels sick before, during, or after Put distance between yourself and other employees
work, immediately let your supervisor know. Please when you can. The City advises employees to stay
be prepared to share with your supervisor whether at least six feet apart (about two adult arms’ length)
you have symptoms related to COVID-19. This will from other people. Remember that some people
dictate your timeline to return to work. Please see without symptoms may spread the virus.
Return to Work Guidance on page 7 .
Face Covering Use of City Vehicles
Facial coverings may be worn at work whether you Employees should follow the cleaning and
are vaccinated or not. Employees can access sanitizing procedure to disinfect the City vehicles
additional resources about putting on and taking every time it is used for a job. Employees and
off protective equipment (PPE) on the City's supervisors should make efforts to minimize ride
Intranet. sharing. When ride share is required follow the
published department guidance.4 COVID-19 EMPLOYEE GUIDELINES EMPLOYEE'S HEALTH AND REPORTING REQUIREMENT Watch for Symptoms COVID-19 has an array of symptoms ranging from mild to severe. Symptoms may appear 2-14 days after exposure to the virus. People with these symptoms may have COVID-19. Fever or chills New loss of taste or smell Cough Sore throat Shortness of breath or difficulty Congestion or runny nose breathing Nausea or vomiting Fatigue Diarrhea Muscle or body aches Headache If you are experiencing any of these symptoms please stay home and contact your health care provider and your supervisor for additional guidance. Reporting Requirement for Employee with COVID-19 Symptoms If you are feeling sick before, during, or after work, immediately inform your supervisor/manager and Departmental Liaison. Be prepared to share whether you have symptoms related to COVID-19, when symptoms first started, who you were in contact with at work (closer than six feet and longer than fifteen cumulative minutes), vehicles/equipment you have used, work areas you were working in, and any other relevant information. How COVID-19 Spreads and How to Protect Yourself and Others COVID-19 is thought to spread mainly through close contact from person to person, including between people who are physically near each other (within or about six feet). People who are infected but do not show symptoms can also spread the virus to others. The best way to prevent illness is to avoid being exposed to this virus. You can take steps to slow the spread. Stay at least six feet from others whenever possible. Cover your mouth and nose with a face covering/mask. Wash your hands often with soap and water. If water and soap are not available, use a hand sanitizer that contains at least 60% alcohol. Avoid spending more than fifteen minutes in close proximity with anyone outside of your household.
5
COVID-19
EMPLOYEE GUIDELINES
FACE COVERING AT WORK
This guidance is specific to requirements for wearing masks or face coverings, pursuant to
state law and OR-OSHA. Information listed here is subject to change.
As of June 30, 2021 OR - OSHA formally lifted all face covering and social distance mandates in
workplaces, with certain exceptions, including health care, public transit, and airports.
However, if an employee chooses to wear a mask, face shield, or face covering even when it is not
required, the City will support them and encourages masks in many workplace settings until the
pandemic is completely over.
City Vehicles
There are employees who may be required to drive City vehicles to perform their jobs and travel to
different worksites. Employees should follow the cleaning and sanitization procedure to disinfect the
City vehicle every time it is used for a job. When driving together in the vehicle you are encouraged
to wear a mask or unless employees are wearing respirators in accordance with the Respiratory
Protection Standard.
Working or Meeting in Close Quarters-
The City encourages employees to consider their surroundings when working in close quarters and
conducting indoor meetings. When 6 foot social distancing is not possible, the City encourages
hybrid meeting solutions, and virtual options for participants. We encourage you to consider how
you can space yourself from others or protect
Instructions for Using and Cleaning a Face Covering
Face coverings should not be shared with others and should be washed after each use. It is
important to always remove face coverings correctly and wash your hands after handling or touching
a used face covering. Follow the steps recommended by CDC below to maintain good hygiene of
your face covering.
You can include your face covering with your regular laundry.
Use regular laundry detergent and the warmest appropriate water setting for the cloth used to
make the face covering. Do not use bleach as it can shorten the life of the anti-microbial
properties.
Use the highest heat setting and leave in the dryer until completely dry. Replace as
recommended by the manufacturer or upon signs of fabric degradation or significant wear.6
COVID-19
EMPLOYEE GUIDELINES
FACE COVERING AT WORK
Definitions
Face Covering: A cloth, polypropylene, paper or similar material that covers the nose and
mouth and rests snugly above the nose, below the mouth, and on the sides of the face.
Note: Any covering that incorporates a valve that is designed to facilitate easy
exhalation, mesh masks, lace masks or other coverings with openings, holes, visible
gaps in the design or material, or vents does not provide sufficient protection as these
types allow droplets to be released.
Mask: A medical grade mask.
Face Shield: A clear plastic shield that covers the forehead, extends below the chin, and
wraps around the sides of the face. A face shield does not provide sufficient protection
nor does it constitute as appropriate face covering.
Common or Shared Space: An area where individuals may interact such as a restroom,
breakroom, hallway, elevator, lobby, classroom, large room with cubicles, meeting rooms,
conference rooms, and any area open to the public.
Private Individual Workspace: An indoor space within a public or private workplace
used for
work by one individual at a time that is enclosed on all sides with walls from floor to
ceiling and with a closed door.
Outdoor Work: “Outdoor” means any open-air space including any space which may have
a temporary or fixed cover (e.g. awning or roof) and at least fifty percent of the square
footage of its sides open for airflow such that open sides are not adjacent to each other.
Fully Vaccinated : as described in the “OHA Statewide Reopening Guidance,” dated May
18, 2021 is a person who has received both doses of a two-dose COVID-19 vaccine or one
dose of a single-dose vaccine and at least 14 days have passed since the individual’s final
dose of COVID-19 vaccine.7
COVID-19
EMPLOYEE GUIDELINES
RETURN TO WORK
In all cases, follow the guidance of your healthcare provider. The decision to stop home isolation
and return to work should be made in consultation with your healthcare provider whenever
possible. This Guidance is developed based on CDC recommendations and OHA guidelines in
conjunction with the City of Salem’s EOC. If there are questions about this guidance please consult
with your supervisor or manager. They will work in consultation with your Departmental Liaison.
Reporting Absences
If you’re calling your supervisor to report that you will be absent from work, please be aware that you
will need to provide the specific reason for your absence. If you are ill, please be prepared to share
with your supervisor whether you have symptoms related to COVID-19. It’s important for your
supervisor to know this information as it will dictate your timeline to return to work. COVID-19
symptoms may include fever, chills, cough, fatigue, shortness of breath, or sore throat. Supervisors
will maintain all information about your illness as confidential medical information.
Scenario 1: I tested positive for COVID-19 and have symptoms, or
I tested positive for COVID-19 but have no symptoms.
Please stay home from work until all the following have occurred:
At least 10days* have passed since symptoms first appeared; and
At least 24 hours have passed since resolution of fever without the use of fever-reducing
medications; and
At least 72 hours have passed without any symptoms similar to COVID-19.
OR
A licensed medical professional clearance is also acceptable to return to work.8
COVID-19
EMPLOYEE GUIDELINES
Scenario 2: I have symptom(s) similar to COVID-19 in the last 10 days but
have NOT had contact with a confirmed positive COVID-19 case in past 14
days.
Please stay home from work until all the following have occurred:
You tested negative for COVID-19, and
At least 24 hours have passed since resolution of fever without the use of fever-reducing
medications; and
At least 72 hours have passed without any symptoms similar to COVID-19.
OR
A licensed medical professional clearance is also acceptable to return to work.
You have not been tested or you tested positive for COVID-19, please stay home from work until
all the following have occurred:
At least 10 days without have passed since symptoms first appeared; and
At least 24 hours have passed since resolution of fever without the use of fever-reducing
medications; and
At least 72 hours have passed without any symptoms similar to COVID-19.
OR
A licensed medical professional clearance is also acceptable to return to work.
Scenario 3: I have symptom(s) similar to COVID-19 and had close contact
(exposed)* with a confirmed positive COVID-19 case in past 14 days.
Please stay home from work until all the following have occurred:
At least 14 days have passed since symptom(s) first appeared; and
At least 24 hours have passed since resolution of fever without the use of fever-reducing
medications; and
At least 72 hours have passed without any symptoms similar to COVID-19.
OR
A licensed medical professional clearance is also acceptable to return to work.
* Close Contact: Someone who was within six feet of an infected person for a cumulative total
of fifteen minutes or more over a 24-hour period starting from two days before illness onset
until the time the person is isolated.9 COVID-19 EMPLOYEE GUIDELINES Scenario 4: I am not ill but had close contact (exposed)* to someone with a confirmed positive COVID-19 case. Please stay home from work until all the following have occurred: At least 14 days have passed since the date of last exposure to COVID-19 case; and At least 14 days have passed without any symptoms similar to COVID-19. * Close Contact: Someone who was within six feet of an infected person for a cumulative total of fifteen minutes or more over a 24-hour period starting from two days before illness onset until the time the person is isolated. Scenario 6 : I am not ill but had close contact (exposed)* to someone with a confirmed positive COVID-19 case and I have been fully vaccinated. If you have no symptoms and have completed your vaccination series with 14 days passing, then you not required to quarantine from work. If you are not symptomatic but have not completed your vaccine series or allowed 14 days to pass, you are required to quarantine from work for 14 days post exposure.
10 COVID-19 EMPLOYEE GUIDELINES FAQS Q. How will the City help me stay safe? A. In addition to daily cleaning and sanitizing of City buildings, the City has installed plexiglass and initiated other protective measures, such as physical distancing signage to eliminate the possibility of the spread of COVID-19 among employees and guests/customers. The City follows OHA face covering recommendations and encourages employees to wear cloth face coverings to protect other employees. The City will continue to closely monitor the pandemic situation throughout the re-entry process to ensure the execution of the re-entry plan is based on evidence that suggests we are ready to move forward. The City will also be implementing the OSHA COVID-19 temporary rule. The City’s Emergency Operations Center has worked with departments to conduct risk assessments to ensure employees are as safe as possible. These are incorporated into the city’s reopening plan that can be found on the Intranet. Physical Distancing/Social Distancing Q. What is physical distancing? A. Physical distancing, also called social distancing, means keeping space between yourself and other people outside of your home. Q. How do I practice appropriate physical distancing? A. According to the CDC, to appropriately practice physical distancing: Stay at least six feet (about two adult arms’ length) from other people Do not gather in groups Stay out of crowded places and avoid mass gatherings Q. Do I need to practice physical distancing if I’m symptom-free? A. Yes. You can be infected with COVID-19 even though you are not showing any signs of infection. Q. Can I use common areas such as breakrooms and kitchen? A. Yes, but the capacity of common areas will be temporarily modified to practice social distancing. And please clean/sanitize the appropriate areas after each use. Cleaning/Sanitizing Q. How often do you clean/sanitize my workspace and common areas? A. The Facilities Custodial Services crew does not clean personal workspaces. Employees are responsible for their own work areas. Cleaning/Sanitizing stations are/will be provided on each building floor to provide the supplies necessary for employees to clean up after themselves. Q. What are employees’ responsibilities in terms of cleaning their own workspaces? A. Employees are responsible for cleaning their personal workspace. Employees are also responsible for maintaining good personal hygiene while in City facilities and serving the public.
11 COVID-19 EMPLOYEE GUIDELINES Cleaning/Sanitizing Q. Is there a policy or protocol for cleaning/sanitizing shared spaces/items in City facilities? A. The Facilities Custodial Services crew uses best industry practices as well as CDC recommendations when cleaning. Areas the crew cleans include: restrooms, hallways, lobbies . Q. Is there a policy or protocol for cleaning/sanitizing after using a City vehicle? A. Most vehicles are considered single-user and assigned to individual employees or crews. In those cases, it is the responsibility of a user to clean their vehicle at the end of each day in case it must be repurposed to another user. For department-specific protocols, please contact your supervisor and/or your department director. Q. What is a high-touch surface? A. High-touch surface means equipment or surface that is handled frequently throughout the day by multiple individuals. High-touch surface can include, but is not limited to: countertops, credit card terminals, door knobs, digital kiosks, touch-screen enabled devices, light switches, handrails, elevator control panels, steering wheels. Q. What is the difference between cleaning and sanitizing? A. Cleaning with soap and water removes germs, dirt, and impurities from surfaces. It lowers the risk of spreading infection. Sanitizing kills germs on surfaces. By killing germs on a surface after cleaning, it can further lower the risk of spreading infection. Q. What is routine cleaning? How frequently should facilities be cleaned to reduce the potential spread of COVID-19? A. Routine cleaning is the everyday cleaning practices that businesses and communities normally use to maintain a healthy environment. Surfaces frequently touched by multiple people, such as door handles, bathroom surfaces, and handrails, should be cleaned with soap and water or another detergent at least daily when facilities are in use. More frequent cleaning and disinfecting may be required based on level of use. For example, certain surfaces and objects in public spaces, such as shopping carts and point of sale keypads, should be cleaned and sanitized before each use. Cleaning removes dirt and impurities, including germs, from surfaces. Cleaning alone does not kill germs, but it reduces the number of germs on a surface. Q. Is cleaning alone effective against the virus that causes COVID-19? A. Cleaning does not kill germs, but by removing them, it lowers their numbers and the risk of spreading infection. If a surface may have gotten the virus on it from a person with or suspected to have COVID-19, the surface should be cleaned and disinfected. Disinfecting kills germs on surfaces.
12 COVID-19 EMPLOYEE GUIDELINES Face Coverings Q. Are employees required to wear a face covering when they are inside City buildings? A. In certain circumstances City employees are encouraged to wear a face covering while in an indoor public space per Oregon OSHA. Q. Why should I wear a cloth face covering although we are practicing appropriate physical distancing? A. The City of Salem follows OSHA, CDC and OHA recommendations and encourages employees to wear a face covering. Wearing a face covering does not replace physical distancing. Wearing cloth face coverings is an additional public health measure that people should take to reduce the spread of COVID-19 by those without symptoms. It is intended to protect others, in addition to the wearer. Q. Will the City provide employees with cloth face coverings when they return to work ? A. Yes, the City will provide employees with face coverings at their request. Q. Can I use any face covering if it’s cloth? Are there standards? A. Face covering means a cloth, polypropylene, paper or other face covering that covers the nose and the mouth and that rests snugly above the nose, below the mouth, and on the sides of the face. A face covering may be factory-made or sewn by hand or can be improvised from household items such as scarfs, T-shirts, sweatshirts, or towels. The following does NOT meet the definition of appropriate face coverings under this guidance because they allow droplets to be released: A covering that incorporates a valve that is designed to facilitate easy exhalation, mesh masks, lace masks or other coverings with openings, holes, visible gaps in the design or material, or vents. Q. Do visitors/customers need to wear face coverings when they are moving through City facilities? A. Yes, the City is providing disposable face coverings for customers who do not have one and is encouraging visitors/customers to use the face coverings. Visitors are allowed to wear face shields without face coverings only if they choose.
13 COVID-19 EMPLOYEE GUIDELINES Sick Employees Q. If my coworker is/seems ill, what should I do? A. If you notice your coworker appear ill, please check in with them and ask them how they are feeling and inquire if they should be at work given the City’s guidelines. You can also contact your supervisor (unless they are the individual) and/or HR Analyst. Q. If I tested positive for COVID-19, what should I do? A. You must let your supervisor know that you have tested positive for COVID-19 immediately. We will maintain discretion and confidentiality around your diagnosis. Once you informed your supervisor of your test result, your supervisor will notify your HR Analyst and Departmental Liaison to start the notification and exposure procedures in conjunction with the department director or manager. Q. I tested positive for COVID-19. I don’t mind sharing this with other City employees. Should I disclose that I tested positive for COVID-19? A. No, in terms of communication, please follow the directions from your supervisor, director, manager, and HR Analyst. Your department manager or director will follow the notification process. Q. I was sent home because I was displaying symptoms similar to COVID-19. It turns out I was not infected with COVID-19. When can I come back to work in a City building? A. Regardless of COVID-19 test result, if an employee is displaying symptoms similar to COVID-19, the employee must stay isolated. For more returning criteria, please refer to the City’s Return to Work Guidance. Q. What if a coworker gets sick? How will I know? Will you do tracing/inquiry ? A. When an employee becomes sick, their supervisor, HR Analyst, and Departmental Liaison will conduct an inquiry on potential work exposures with the employees to identify the steps necessary to protect other employees. The City will follow proper assessment protocol and notify other employees or customers who were in close physical contact or proximity of the sick employee.
14 COVID-19 EMPLOYEE GUIDELINES COVID-19 TERMS & DEFINITIONS Asymptomatic: Showing no symptoms of disease. A person infected with the virus can be asymptomatic because they are in an early state of infection and symptoms have not yet developed (“pre-symptomatic”), or they may not develop any symptoms at all during their infection. Close Contact: Someone who was within six feet of an infected person for a cumulative total of fifteen minutes or more over a 24-hour period starting from two days before illness onset until the time the person is isolated. Common Areas: Building lobbies, reception areas, waiting rooms, bathrooms, break rooms, eating areas, smoking areas, locker rooms, conference rooms, or other locations indoors or outdoors where multiple individuals may use or congregate. COVID-19: The name of the disease caused by the novel coronavirus, SARS-CoV-2, and is short for “Coronavirus Disease 2019.” (WHO 2019) Face Covering: A cloth, polypropylene, paper or other masks, face shield, or face covering that covers the nose and the mouth and that rests snugly above the nose, below the mouth, and on the sides of the face. Note: Any covering that incorporates a valve that is designed to facilitate easy exhalation or mesh masks or other covers with openings, holes, visible gaps in the design or material, or vents does NOT meet the definition of appropriate face coverings under this guidance because they allow droplets to be released from the mask. (Or-OSHA 2020) Face Shield: A transparent plastic shield that covers the wearer’s forehead, extends below the chin, and wraps around the sides of the face. Devices that place a shield in front of only the user’s nose and mouth do NOT meet the definition of appropriate face coverings under this guidance. High-Touch Surface : Equipment or surface that is handled frequently throughout the day by multiple individuals. High-touch surface can include, but is not limited to: countertops, credit card terminals, door knobs, digital kiosks, touch-screen enabled devices, light switches, handrails, elevator control panels, steering wheels. Home Isolation: Person with COVID-19 who has symptoms, or laboratory-confirmed COVID-19 who has been directed to stay at home until they are recovered. (CDC 2019) N95 Respirator: Personal protective equipment that is used to protect the wearer from airborne particles and from liquid contaminating the face. Pandemic : An epidemic that has spread over several countries/continents, usually affecting a large number of people.
15 COVID-19 EMPLOYEE GUIDELINES Quarantine: Separating and restricting the movement of people exposed (or potentially exposed) to a Contagious disease. SARS-CoV-2 : The name of the novel coronavirus that causes COVID-19 disease. Self-Quarantine: Staying home and away from other people as much as possible after exposure. Shared Equipment: Devices or tools that are used by multiple employees or non-employees including, but not limited to: elevators, escalators, computer keyboards, and work vehicles. Social Distancing : Measures taken to reduce person-to-person contact in a given community, with a goal to stop or slow down the spread of a contagious disease. Measures can include working from home, closing offices and schools, canceling events, and avoiding public transportation.
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