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HomeMy WebLinkAbout06.05.20 Shari McCracken - BC Guidance for Preventing Spread of COVID in Office AT1 Preventing Spread of COVID-19 in Office Workspaces 1.0GUIDELINE Guideline describes the County’s COVID-19 Protection Program, which reduces or eliminates risk of illness through identificationand correction of workplace behaviors, changes to work practices, and modifications to the built environment among other strategies. Minimum requirements protective of employees are listed in Section 5.1.County departmentsmay implement additional employee safeguards based on documented risk assessment. 2.0PURPOSE The County is obligated under COVID-19 Industry Guidance: Office Workspacesto createa programthat effectively reduces or eliminatesemployee exposure to SARS-CoV-2, the novel coronavirus that causes a respiratory disease called COVID-19. 3.0DEFINITIONS Close Contact:Employee within 6-feet of a confirmed COVID-19case for at least 15-minutes 4.0SCOPE This guideline applies to employees,temporaryworkers, and contract workersat locations classified as business occupancies per California Building Code. Business occupancies include a structure, or portion thereof, for office, professional or service-type transaction, includingstorage of records or accounts. Examples include out-patient clinics and social service business offices.Maintenance shops, while not business occupies, are included.Additionally, vehicles owned bytheCounty and used by employees are included. Exclusions include structures, or portion thereof,where building occupants are provided overnight sleeping accommodations like juvenile hall, jail, and psychiatric health facility. Occupational safety & healthand public health authoritiesissued separate guidance for those types of facilities. This guideline shall sunset subsequent to expiration of applicable federal, state, and/or local health orders. 5.0PROCEDURE 5.1.Risk Assessment Basic mitigation strategies applicable to all employees in business occupancies include: properhand hygiene; sneeze and cough etiquette; resist urge to touch eyes, nose, and mouth with unwashed hands; useofemployeeor employer-provided cloth face covering when six feetsocial distance is unachievable; frequent wipe down of personaland shared workspaceswith employer provided disinfectants; and stay,or go home, ifexperiencing any of the primary COVID-19 symptoms. In addition to initial training onthe sixbasic mitigation strategies, County departments shall postcorresponding Center for Disease Controlsignage, or similar, throughout their facilities to remind employees how to protect themselvesand othersfrom COVID-19. Whether or not to implement additional mitigation strategiesis based on comprehensive task- specificand work area-specific risk assessments.COVID-19 Industry Guidance: Office Workspaceslists a variety of physical distancing guidelines that must be considered when conducting a risk assessment. Department heads or designee should conduct risk assessments. The County Safety Officeris available to assistwith risk assessments. A risk assessment toolfulfilling the requirement for comprehensive risk assessment is available from the County Safety Officer. Refer to Attachment A.Departments may decline, use wholly, or supplement their established risk assessment tool. Risk assessment is an iterativeprocess. Writtenassessments may require revisionsbased on updated guidance from regulatory authorities. 5.2.Training and Communication At a minimum, training requirements shall meet those promulgated by California Department of Public Health and California Occupational Safety and Health Administration in their COVID- 19 Industry Guidance: Office Workspaces. A training module titled Preventing the Spread of COVID-19 in Office Workspacesis available from the County Safety Officer.Attachment Bin this guideline meets theminimumrequired training. Departmentsmay decline, use wholly, or supplement their established training materials. 5.3.Investigation of COVID-19 Illnesses in the Workplace Submittal of an incident reportthrough Risk Management’s incident collection systemtriggers investigation of work-related injuriesand illnesses, including confirmed COVID-19 illnesses. Preventing Spread of COVID-19 in Office Workspaces Page 2of 4 A multi-disciplinary team including RiskManagement, Safety, Public Health, and other appropriate stakeholders investigates all confirmed COVID-19illnesses to determine whether or not work-related factors contributed to employee exposures. If investigationsdefinitively link COVID-19 illnesses to the workplace, applicable written standard operating procedure will be re-assessed, effectively reducing or eliminating future employee exposures. 5.4.Compliance Inspection Departments shall establish a regular inspection schedule based on site-specific knowledge. At a minimum, compliance inspections shallbe conducted quarterly.The County SafetyOfficer is available to assistwith inspections. A COVID-19 compliance checklist is included inAttachment Cof this document.It contains an extensivelist of specific control measures proven to reduce or eliminate exposure to the coronavirus in the workplace.All listed control measuresin the checklistmay not be applicable to departments.Add department-specific questions to the checklist based oncomprehensive task-specific and work area-specific risk assessments Departments may decline, use wholly, or supplement their established compliance inspection tool with the provided compliancechecklist. 5.5.Cleaning and Disinfection The County uses a three-tiered approach to disrupt spread of coronavirus from surfaces to employees. The County providesa variety of products to regularly disinfect employees’ personaland shared workspaces.Employees shallbetrained to use chemicals in accordance with the County’s Hazardous Communicationpolicy. The County Safety Officeris available to assist with training. On a daily basis, janitorial service providers disinfectall high touch surfaces throughout the organization.High touch surface include, but are not limited to door knobs and countertops located through breakrooms, lobbies, and other common areas. On an as needed basis, a contracted emergency restoration contractor disinfects buildings, or portions thereof, inaccordance with County’swritten COVID-19 Response Protocol. Only chemicals effective against coronavirus are used. Referto United States Environmental Protection Agencywebsite for a list of effective chemicals. 5.6.Investigation of COVID-19 Illnesses in the Workplace by a Public Health Agency The Public Health Department may identify confirmed COVID-19 cases in the County organization. County departments should be prepared to identify those who were in close contact with the confirmed cases. Use time logs, operational knowledge, and other methods to compile a list of close contacts. In the event of a COVID-19 outbreak within a facility, call Butte County Public Health at 530- Preventing Spread of COVID-19 in Office Workspaces Page 3of 4 552-3050. 5.7.Employer and Other Leave Benefits Contact Human Resources for more information about leave benefits employees may be entitled to receive that would make it financially easier to stay at home. 6.0RELATED DOCUMENTS COVID-19 Response Protocol –Butte County General Services Guide to Screening Employees Prior to Workplace Entry –Butte County Safety Procedure for Reporting Work-Related Injuries and Illnesses–Butte County Risk Management 7.0REFERENCES Cal/OSHA COVID-19 General Checklist for Office Workspaces–covid19.ca.govwebsite COVID-19 Industry Guidance: Office Workspaces –covid19.ca.gov website Guidance on Preparing Workplaces for COVID-19-United States Department of Labor Interim Guidance for Businesses for Employers to Plan and Respond to Coronavirus Disease 2019 (COVID-19)–CDC website Recovery Readiness: A How-to Guide for Reopening Your Workplace–Cushman & Wakefield Reopen Butte County: A Planto Reopen in Stages while limiting the Spread of COVID-19 Reopening: Guidance for General Office Settings –American Industrial Hygiene Association Return-to-Work Guidance for Office Operations–National Safety Council Safe Production –Documentation of COVID-19 SOPs–Volkswagen Germany Preventing Spread of COVID-19 in Office Workspaces Page 4of 4 ATTACHMENT A Risk Assessment Tool . with while meaning SOPs requirements two compliance or iterative, is those one Work 7.0 SOPs Exit from process satisfying demonstrates develop and tool may ; assessment risk employees assessment The departments . risk a Some Break spaces 6.0 . educates for ; SOPs and page hazards operation next activities the risk diverse controls - to and and higher Refer . large a assess is identifies (SOP) 5.0 ; Working SOPs and County effort . select . procedure useful start, minimal be To . takes may operating assessments 19 in Office Workspaces - below examples previous standard as 4.0 assessment to for Work SOPs Preparing task, risk simple infographic a revisions of The specific shown, . a As or . trigger creation use may in Instructions for Risk Assessments employees and of tool classification, the Office 3.0 processes Entry to job of SOPs journey a mitigation, total specific Preventing Spread of COVID - the hazard examples building, a of . several consider department areto portion identification, a toolauthority changes 2.0 hazard Journey to Work SOPs requirements, : building, and regulatory . assessment a entire by risk more an minimum assessment authorities blank many risk beyond to the requestedevaluate health if create SOPs may from parts following 1.0 guidance, three SOPs At Home are developing assessmentdepartments information risk ThereImmediatelyregulatoryAnewWhenother Standard Operating Procedure 1 19 in Office Workspaces of - 1 Mitigation Page Risk Assessment Hazard Preventing Spread of COVID :: Evaluator(s): Department: of Evaluation Date Hazard Identification Comprehension of SOP: Area, Building, Location, or Process Under Assessment: Employee Signature Indicates Standard Operation Procedure # ft. social ft. social - - ll customers to service kiosk - n’t maintained employee Employees will direct anewly installed selfwhen checking out all books. If customer requires assistance navigating kiosk, employee instructs customer to maintain 6distance while employee troubleshoots issue. If 6distance isshould ask customer to wear a face mask. Provide disposable face mask, if customer without one. Standard Operating Procedure out - ). (s book check 1 – out counter. - 19 in Office Workspaces of - 1 Mitigation service kiosk - Page Risk Assessment Hazard 1108 Sherman – Close book checkInstall self Preventing Spread of COVID branch library /2020200 2 Lightbody, M. Shelton LibraryChico5/2M. 5.1 out - :: out counter ft. of - within 6 Evaluator(s): Department: of Evaluation Date Hazard Identification frequently Comprehension of SOP: Workers at book checkare customers, creating potentialcoronavirus exposure when customers cough, sneeze, or talk.customers use book checkcounter daily. Area, Building, Location, or Process Under Assessment: Employee Signature Indicates Standard Operation Procedure # out counter - Employees instruct customers to place books on checkthen take two steps away. Employee steps to counter, processes books, and steps away. Customer retrieves books.Employee sanitizes hands between customers or uses disposable gloves. Standard Operating Procedure t ou - out - up books. - 1 book check 19 in Office Workspaces of -– 1 Mitigation Page Risk Assessment Hazard 464 B. Street – Customers place books on checkdesk then take two steps away before employee picks Preventing Spread of COVID branch library /20203 2 Lightbody, M. Shelton 2 LibraryBiggs5/2M. 5. out - :: out counter ft. of - within 6 Evaluator(s): Department: of Evaluation Date Hazard Identification frequently Comprehension of SOP: Workers at book checkare customers, creating potentialcoronavirus exposure when customers cough, sneeze, or talk.customers use book checkcounter daily. Area, Building, Location, or Process Under Assessment: Employee Signature Indicates Standard Operation Procedure # ve han seven employees shall No more tbe allowed in breakroom at a given time. Staff meeting shall be held in library atrium and/or western conference room to allow appropriate spacing between employees.Management creates staggered break schedule so all employees haaccess to break room during work shift. Standard Operating Procedure .7 break room 1 – 19 in Office Workspaces of - 1 Mitigation Page 19 Room Capacity Limited to - Risk Assessment Hazard 1108 Sherman – 280 square ft. / 36 square ft. = 7Post calculated room capacity, “COVID7 Employees” M. Shelton Preventing Spread of COVID /2020 2 LibraryChico branch library 5/2M. Lightbody,6.1 :: table. 14 or egularly observed Evaluator(s): Department: of Evaluation Date Hazard Identification Comprehension of SOP: 280 square ft. break room contains 15 chairs around large more employees rin break room during meetings and to lesser extent during breaks. Area, Building, Location, or Process Under Assessment: Employee Signature Indicates Standard Operation Procedure # within this g provided and attached to or create detailed Comprehensive traininunder separate coverthis SOPform. Standard Operating Procedure 19 analysis. - 1 19 in Office Workspaces of - per CDC guidance 1 , Mitigation Page N95GogglesFace shieldApronNitrile gloves Risk Assessment Hazard ooooo PPE ensemble , M. Shelton Preventing Spread of COVID /2020 2 1daily /2. Public HealthPublic Health nurse takes nose swab from individuals for COVID5N. Ostrovskiy5 : from Task Evaluator(s): Department: of Evaluation Date Under Assessment: Hazard Identification Comprehension of SOP: Currently, PH nurses take approximately 30 nose swabs for coronavirus testing individuals. Typically, samples are taken at individual’s home. Employee Signature Indicates Area, Building, Location, or Standard Operation Procedure # ATTACHMENT B Preventing Spread of COVID-19 in Office Workspaces Training Materials 19 in - Office Workspaces Preventing Spread of COVID with protect professional Industry Learning to . 19 medical - a 19 - Consult . needed COVID advice COVID in medical Coronavirus professional causes information for guidelines that substitute a not 19 in Office Workspaces is provides It virus - training. only 2 the purposes to training Today’s Agenda Cal/OSHA . educational This attention and . herein meet exposure training . treatment contained for to topic medical populations from and any below developed about Workspaces designed listed Presentation others concerns : is Office BackgroundTransmissionSymptomsEmergencyDiagnosisPrevention: hand hygiene, social distance, face coverings, sanitization/disinfection protocol, and other measures. Vulnerable are : and Disclaimerquestions, 1.2.3.4.5.6.7. 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CDC infographic, or similar, on 6-foot social distancing posted in visible locations? YES NO NA CDC infographic, or similar, on proper hand washing technique posted at YESNONA handwashing locations? Observations/Comments: Social Distancing -Behavior Staff possess employee or employerprovided face coverings? YES NONA Staff use face coverings when physical distancing is not feasible? YES NONA Staff wearing face covering during work-related travel with others? YES NONA Staff encourage customers to use face coverings when in facilities? YESNONA Staff maintain physical distance in common areas like break & lunch rooms? YESNONA Staff avoid sharing phones, work supplies, & office equipment without sanitizing 1st? YES NONA Staff provided necessary cleaning and disinfectingproducts? YES NONA Staff regularly clean and disinfect personal work area? Staff and customers follow directional signage? YES NONA Staff avoid handshakes & similar greetings? YES NONA Staff avoid direct hand-off of materials to the extent possible? YES NONA Staff managing large volumes of mail/packages are wearing disposable gloves?YES NONA Observations/Comments: Social Distancing –Built Environment Workstations separated by 6-feet or partitions installed? YES NONA Sanitizer is readily available in common areas (e.g. - customer service counters)? YES NO NA Floor markings or signs to indicate where customers should stand in line?YES NO NA Social distance room capacity signage posted? YES NO NA Separate routes for entry and exit into offices spaces clearly labeled? YES NO NA Hallways converted to one-way foot traffic clearly labeled? YES NO NA Social distance elevator capacity signage posted? YES NO NA Copies of health authority, organization-wide & department-specific protocols are YES NO NA readily available to employees? Department-specific phased re-opening plan Disinfection of Buildings Linked to COVID-19 Guide to Screening Employees Prior to Workplace Entry Protection of Employees in Business Occupancies during COVID-19 Pandemic Reopen Butte County Observations/Comments: Page 1 of 2 Butte County Preventing Spread of COVID-19 Compliance Checklist Department-Specific ComplianceQuestions YES NONA YESNONA YES NONA YESNONA YESNONA YESNONA YESNONA YES NONA YES NONA YESNONA YES NONA YES NONA YES NONA YES NONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA YESNONA Observations/Comments: Page 2 of 2