HR: COVID-19 Return to Work Policy for Office Spaces
Head Start of Lane County takes the health and safety of our employees very seriously. Thispolicy describesthe measures we are taking to mitigate the spread of coronavirus (“COVID-19”), while complying with Oregon’s Executive Order 20-12 and following guidance from the Oregon Health Authority and the Centers for Disease Control and Prevention (“CDC”). The CDC acknowledges that its guidance is based on available information about COVID 19 and is subject to change as additional information becomes available. Head Start of Lane County understands that public health guidance may change and will update accordingly. Head Start will communicate changes to this policy as necessary.
It is important that that we all respond responsibly and transparently to these health precautions. Head Start will always treat your private health and personal information as confidential and with sensitivity.
This policy applies to all of our employees who may work at our sites with office spaces. We strongly recommend that our remote workersreview this policy as well, to ensure we collectively and uniformly respond to this challenge.
Head Start designates Charleen Strauch, Operations Director to prepare, implement and enforce its social-distancing policies consistent with guidance from the OHA and the CDC. If you have any questions about this policy, please direct questions to Charleen Strauch, Operations Director.
Below are required actions that employees musttake to protect themselves and co-workers from spreading COVID-19. Head Start requests that all of its employees help with our prevention efforts while at work and follow these practices to keep employees safe.
Steps Before Entering an Office
Employees must get permission from his or her Supervisor to work in the office.
Employees must check their temperature before coming to work. Employees who have a fever (The CDC defines a fever as any temperature above 100.4 F) may not enter the office and should consult a healthcare professional. If you have a fever, notify your Supervisor. Head Start will only document your temperature if an employee notifies his or her Supervisor of a fever and will maintain the documentation confidentially, as required by the Americans with Disabilities Act.
Work Practice Protocols for Entering the Office
All employees must sign in: Name, date, and time in and out.
Employees may not bring a guest into the office.
Employees must agree on a schedule with his or her Supervisor. Schedules will be approved only if required social distancing measures are possible.
Social Distancing Measures and Personal Protective Equipment
The following social and physical distancing measures are recommended by OHA and the CDC:
All employees must wear a mask or cloth face covering at all times while in the office, unless an accommodation for employees with a disability or other exemption applies, such as pursuant to state or federal disability laws. Employees concerned about wearing a face mask should contact Human Resources.The CDC recommends that cloth face coverings should fit snugly but comfortably, be secured with ties or ear loops, include multiple layers of fabric, allow for breathing without restriction, and be able to be laundered and machine dried without damage or change to shape. The CDC provided simple face covering instructions on its website, available at https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html.
Maintain a physical distance of at least six (6) feet of other persons at all times.
Employees may not congregate or loiter in communal spaces, such as the break room, bathroom, hallways, or entryway. Employees should take steps to stay in their private office to the extent possible to maintain appropriate distance from others.
To maintain physical distancing employees and their managers should consider: alternating work schedules, allowing employees to sign up for days to come in and then allow only a certain number to work in the office space.
No more than two employees at a time should be in any communal space, such as the break room or bathroom.If two people are in the break room at the same time, employees should still take steps to maintain a physical distance of at least six (6) feet of the other person.
Employees should limit using shared objects, such as office supplies. Employees should bring personal eating utensils from home and take them home to wash.
Meetings that would typically be held in person should be done by telephone or video call where possible, especially with non-company parties (e.g., candidate interviewsand partners). Employees must get approval by their Supervisor for any in-person meeting. Employees must continue to maintain a physical distance of at least six (6) feet of other persons.
Employees should wash your hands with soap and water for at least 20 seconds (as recommended by the CDC) or use an alcohol-based hand sanitizer upon entering the office, after using the toilet, before eating, and after blowing your nose, coughing, or sneezing. Head Start will provide hand sanitizer bottles in common spaces in the office.
Follow appropriate respiratory etiquette, including coughing and sneezing into your sleeve, preferably into your elbow. If you use a tissue, discard it properly and clean your hands immediately.
Open the windows regularly to ensure open ventilation.
Avoid touching your eyes, nose, and mouth with your hands.
Use alcohol wipes to clean the following surfaces:
Desks and office equipment (keyboard, mouse, etc.);
Meeting room tables; and
Work Practice Protocols for Exiting the Office
Use alcohol wipesto cleanyour workspace and other surfaces that you touched.
Indicate the time out on the sign-in sheet.
If an Employee is Sick
The following information reflects the recommendations by the CDC, OHA and LCPH for when sick employees may return to work based on available information about COVID 19. All health decisions should be made in consultation with the employee’s doctor and local health department.
If an employee exhibits common symptoms of COVID-19 as identified by the CDC, including cough, shortness of breath or difficulty breathing, fever, chills, muscle pain, sore throat, new loss of taste or smell, vomiting, or diarrhea,the employee may not come to the office. The employee must remain at home until (1) they no longer exhibits symptoms for 72 hours without the use of fever-reducing or other symptom-altering medicines (e.g., cough suppressants) and has improved in respiratory symptoms; and (2) at least 10 days have passed since symptoms first appeared.
If an employee tests positive for COVID 19;
If an employee tests positive for COVID-19, and exhibits symptoms, the employee may not come to the office. The employee must remain at home until (1) he or she no longer exhibits symptoms for 72 hours without the use of fever-reducing or other symptom-altering medicines (e.g., cough suppressants) and (2) at least 10 days have passed since symptoms first appeared. Alternatively, the CDC recommends that employees may return to work if they (1) no longer exhibit symptoms without the use of fever-reducing or other symptom -altering medicines (e.g… cough suppressants) and has improvement in respiratory symptoms: and (2) they received two negative COVID 19 tests in a row, at least 24 hours apart.
If an employee tests positive for COVID 19 but exhibits no symptoms, the employeemay not come to the office. Employees who tested positive for COVID 19 but had no symptoms may return to work when at least 10 days have passed since the date of their first positive test. If an employee does develop symptoms, then the strategies in the preceding bullet for symptomatic individuals should be followed. Alternatively, the CDC recommends that employees may return to work if they received two negative COVID 19 tests in a row, at least 24 hours apart.
Other information for employees:
If employee develops symptoms while working at the office, the employee must leave the office and report the symptoms to their Supervisor immediately.
If an employee is sick, the employee may work from home if possible or request sick leave. Please contact your Supervisor for more information.
Work from home requests
If you are feeling ill, but you are able to work, you can request to work from home.
If you have recently returned from areas with a high number of COVID-19 cases (based on CDC announcements), we’ll ask you to work from home for 14 calendar days, and return to the office only if you are fully asymptomatic. You will also be asked not to come into physical contact with any colleagues during this time.
If you’ve been in close contact with someone infected by COVID-19, with high chances of being infected yourself, request work from home. You will also be asked not to come into physical contact with any colleagues during this time.
If you’re a parent and you have to stay at home with your children, request work from home. Follow up with your Supervisor to make arrangements and set expectations.
If you need to provide care to a family member infected by COVID-19, request work from home. You’ll only be permitted to return to the office 14 calendar days after your family member has fully recovered, provided that you’re asymptomatic or you have a doctor’s note confirming you don’t have the virus. You will also be asked not to come into physical contact with any colleagues during this time.
Employees who are able to work remotely may still do so and should refer to the Remote Work Policy for more information.
Travel and Commuting
All work-relatedtravel and events are cancelled or postponed until further notice.
Employees who normally commute to the office by public transportation and do not have other alternatives maycontinue to work from home.