Getting Started - NSC
3265170-128016000Return to the Workplace PlaybookThis Return to the Workplace Playbook from the National Safety Council is meant to guide the reintroduction of employees into your physical work environments. The document follows the framework developed by the SAFER: Safe Actions for Employee Returns effort and focuses on the health and safety of all employees. Use this document as a template and starting point as you build your own action plans.*Please note, this document was created to help small, non-essential businesses not currently in the workplace. Not all SAFER framework considerations are included in this document. You are encouraged to use the complete framework alongside this template to ensure all considerations relevant to your specific business are addressed. *Disclaimer: Much of the information provided in the NSC Return to the Workplace Playbook does not, and is not intended to, constitute professional consultation; instead, all information, content, and materials available in this document are for general informational purposes only. Information in this document may not constitute the most up-to-date guidance or other information. This document contains information for the convenience of the reader only.Readers of this document should contact the National Safety Council to obtain guidance with respect to your particular organizational structure. The reader of this document should refrain from acting solely on the basis of information provided in this document without first seeking professional guidance from a professional with knowledge of Viral & Communicable Diseases and Facility Safety.Getting StartedTo get started, identify and outline the group who will be making decisions to determine work status (full time, part time, remote, onsite, etc.) based on local circumstances and risks to employees and their families. Transparency and communication should remain your focus as you make this transition with your workforce.This document details several aspects necessary to return to the workplace. Each of these sections detail processes, recommendations and guidelines to ensure a safe and efficient return: Physical EnvironmentsMedical and Health ConcernsEmotional and Mental Health ResourcesEmployment and Employee PoliciesCommunicationWhen to ReturnDefining PhasesIn most cases, the processes, recommendations and guidelines are dependent on the “phase” the COVID-19 pandemic is in at the time of return. Each phase is defined by the level of transmission and restrictions in place; ultimately influencing the requirements. The nature of the work at your organization will determine the intensity level of your approach to returning employees to the workplace. Below you will see an outline of the various phases of returning to work. Share any phases in which employees will not return to the workplace, for example during Phase 0 or Phase 1. Then develop guidelines for the applicable phases. Share full definitions of each phase as you have them available. Example Phase Grid follows:Considerations & Actions by PhasePHASE 0Widespread Transmission & Significant RestrictionsPHASE 1Declining/Flat Transmission & Reduced RestrictionsPHASE 2Contained Transmission & Minimal RestrictionsPHASE 3Monitored Transmission & Long-Term PolicyPhysicalMedicalStress, Emotional & Mental HealthEmployment, Legal & HRCommunicationExternal FactorsPhysical EnvironmentsPreparing the physical workplace for return to workBuildings and FacilitiesProvide an outline in this section on what actions have been taken, and need to be taken, in each of your facilities to ensure the health and safety of your workers. This should include procedures, such as cleaning and disinfecting, relevant to the various phases. Use the following example as a thought starter. Phase 2 - Contained Transmission & Minimal Restrictions Flush water systems and inspect plumbing before reopening Inspect HVAC equipment and replace filters before reopening Increase ventilation rates and the percentage of outdoor air that circulates into the systemThoroughly disinfect frequently touched surfaces and objects on a daily basisThe facilities team and contracted cleaning crews are responsible for cleaning tables, chairs, doorknobs, handrails, light switches, countertops, handles, toilets, faucets, sinks, touch screens, elevator buttons, wellness rooms and all other communal use surfaces and objectsEmployees are responsible for cleaning desks, phones, keyboards, computer mice, desk chairs, and all other personal use surfaces and objectsCommunal food and drink services will not be availableRefrigerators in shared areas are available for use, and employees will be assigned a specific unit – a full list of assignments will be communicated before returnWater dispensers are available on each floor, and employees should use the dispenser closest to their workstations Water fountains should not be usedPractice “no-touch” entry and exit procedures When using communal space doors, employees should use a sanitation wipe, paper towel, tissue or glove to grasp the handleTissue dispensers and waste receptacles will be available at all entry and exit points Phase 3 - Monitored Transmission & Long-Term PolicyFlush water systems and inspect plumbing before reopeningInspect HVAC equipment and replace filters before reopeningThoroughly disinfect frequently touched surfaces and objects before opening and on a regular basisThe facilities team and contracted cleaning crews are responsible for cleaning tables, chairs, doorknobs, handrails, light switches, countertops, handles, toilets, faucets, sinks, touch screens, elevator buttons, wellness rooms and all other communal use surfaces and objects Employees are responsible for cleaning desks, phones, keyboards, computer mice, desk chairs, and all other personal use surfaces and objectsWorkspacesShare what physical workspace alterations will be needed in some situations to accommodate safe procedures. Use the following example to get you started.As shared in the previous section, this example has employees not returning to physical locations during Phase 0 or Phase 1 of the COVID-19 pandemic. However, risk of transmission will be present and exposure mitigations will be in place paying special attention to long-term exposure situations. This example takes a more conservative approach to physical distancing by requiring it even though the local or state order does not require physical distancing.*It is assumed that physical distancing (maintaining a 6-foot distance from others) will not be required during Phase 2 and Phase 3; alterations will be made to this document if this assumption is false. Phase 2 - Contained Transmission & Minimal Restrictions Gatherings are limited to 20 people with a duration of one hour in all conference rooms and common spacesEmployee workstations not separated by tall partitioning walls are required to maintain a six-foot perimeter around their working spaceA space-assessment will be performed to identify the maximum capacity of the building and continued monitoring will ensure adherence to all guidelines Phase 3 - Monitored Transmission & Long-Term PolicyLong-term policy changes will be determined to ensure continued health and safetyEquipment ReturnIf you had employees switch to remote work, determine a process to return equipment loaned out. Perform inventory checks to provide confirmation of return. Before employees return, all equipment must be disinfected using the following disinfection techniques: Proper protocols for disinfecting each piece of equipment should be developed and shared Equipment replacement or additional needs should be requested through management, IT or any type of Ergonomics or Safety Committee. Medical & Health ConcernsProtecting the health of workers before and after returning to the workplaceScreening Guidelines and ResponseDuring a global pandemic, screening individuals is an essential part of a safe workplace. Again within this example, the following requirements apply during Phase 2 and Phase 3 of the COVID-19 pandemic. To ensure a safe return, each employee will be asked to confirm their health status before entering the workplace by completing an attestation form (see example below): I, ____________________, confirm the following statements remain true through the duration of this agreement. I will perform a health-check each day before entering the workplace and confirm: I do not feel sick.I do not have a temperature exceeding 100.4°F/38°C. I have not been ill in the last 14 days. I have not traveled to CDC Level 3 designated countries in the last 14 days for business or personal reasons.I have not traveled on a cruise ship in the last 14 days for business or personal reasons.I am not currently observing a quarantine due to potential exposure to COVID-19. I have not tested positive for COVID-19._______________________________________Print Name__________________________________________________________________Signature DateIf you are not able to answer affirmatively to all of the statements above, please contact Human Resources for further direction. The following steps should be taken if an employee does not comply with each bullet. I do not feel sick today.Employees who feel sick should not come to work and should take PTO as needed.I do not have a temperature exceeding 100.4°F/38°C. (With temperature checks a requirement, consider providing thermometers or reimbursing for them.)Employees who have a temperature exceeding 100.4°F/38°C are not permitted in the workplace and must confirm the following is true before returning:At least 3 days (72 hours) have passed since recovery from fever without the use of fever-reducing medications. (Determine how you will handle that time away – PTO, company paid, etc.)I have not been ill in the last 14 days.Employees who have been ill in the last 14 days must confirm the following is true before returning to the workplace:At least 3 days (72 hours) have passed since recovery from fever without the use of fever-reducing medications and improvement in respiratory symptoms (e.g., cough, shortness of breath, sneezing, runny nose, etc.); ANDAt least 7 days have passed since symptoms first appeared.I have not traveled to CDC Level 3 designated locations in the last 14 days for business or personal reasons.I have not traveled on a cruise ship in the last 14 days for business or personal reasons.Employees who traveled to Level 3 designated locations and/or traveled on cruise ships in the last 14 days are not permitted to come into the workplace. If no symptoms have developed, employees are welcome to enter the workplace after a 14-day period from the return date of travel. I am not currently observing a quarantine due to potential exposure to COVID-19. Employees who are observing a quarantine must remain working remotely through the end of the 14-day period. If no symptoms have developed, employees are welcome to enter the workplace. I have not tested positive for COVID-19.Employees who have tested positive for COVID-19 must confirm the following is true before returning to the workplace:If symptoms were present:At least 3 days (72 hours) have passed since recovery from fever without the use of fever-reducing medications, ANDAt least 7 days have passed since symptoms first appeared, ORNegative results of an FDA Emergency Use Authorized molecular assay for COVID-19 from at least two consecutive nasopharyngeal swab specimens collected ≥24 hours apart (total of two negative specimens). If symptoms were not present:At least 7 days have passed since the date of their first positive COVID-19 diagnostic test and have had no subsequent illnesses.Employee guests and all other visitors must also confirm wellness before entering your facilities by completing the same attestation form. The visitor’s contact is responsible for ensuring a form is completed with accuracy. If the visitor does not comply with each requirement, they should not be allowed entrance. Depending on your own current visitor guidelines, food deliveries and couriers should only be allowed access to the lobby for deliveries. If an individual needs further access, an attestation form should be required. Hygiene and Infection ControlStrongly encourage your employees to practice good hygiene and infection control. The following “Safe Behaviors” have been identified to guide employees through their day. These behaviors apply during Phase 2, Phase 3 and beyond. Stay home if you feel sickWash your hands frequently for 20 seconds or make use of the hand sanitizer located throughout your facility – a full list of sanitation station locations should be provided Avoid touching your eyes, nose and mouth with unwashed handsCover your coughs and sneezes with either a tissue or your sleeve if a tissue is not availableGet adequate sleep and eat well-balanced meals to ensure a healthy immune systemAvoid any nonessential contact with others, including handshakes, high-fives, hugs, fist bumps, etc. Avoid sharing equipment and objects whenever possible, such as desks, phones, keyboards, computer mice, desk chairs and other personal suppliesIf sharing is unavoidable, please follow these disinfection techniques: Use only company provided disinfecting solutions or wipes Keep surfaces wet for at least one minute Wear gloves and make sure you have good ventilation during use of the disinfection productContact TracingThe main concern during this pandemic is, and has likely been, the health and safety of your employees. As you make the phased transition into the workplace, take steps to mitigate the spread or transmission of COVID-19. Important Note – Privacy, legal and discrimination issues are unresolved at this time. Employees must take responsibility for their own health and communicate with their managers/Human Resources to ensure everyone’s safety.The following sample guidelines apply during Phase 2 and Phase 3.If an employee becomes ill with COVID-19 symptoms, he or she must notify their manager immediately. The employee should not come to work and should take PTO, as needed.Symptoms may appear 2-14 days after exposure to the virus and include cough, shortness of breath or difficulty breathing, fever, chills, repeated shaking with chills, muscle pain, headache, sore throat, and loss of taste or smell. People who have combinations of these symptoms should consult their medical provider. Communication and identification of potential and confirmed COVID-19 illnesses is important to manage risks and be able to share important information with those who may have been in contact with an infected individual. Proper contact tracing allows for timely notification of potential exposure and helps ensure the safe, sustainable and effective quarantine of contacts to prevent additional transmission.Emotional & Mental Health ResourcesProviding employees the support needed to return to workShare your commitment to supporting employee mental and emotional health as you readjust and return to the workplace. Recognize that the emotional and mental health effects of COVID-19 may impact employees now and in the future – for some people, these effects may not appear for weeks or months. Some common signs of mental health distress include:Feeling physically and mentally drained Having difficulty making decisions or staying focused on topics Becoming easily frustrated on a more frequent basis Arguing more with family and friends Feeling tired, sad, numb, lonely or worried Experiencing changes in appetite or sleep patternsIt is not wrong to be having these feelings, but if you are having them frequently, it is a sign you should seek additional help. Experiencing depression or anxiety is not a sign of weakness. Remember, the stress and emotional distress you may be feeling as a result of the COVID-19 pandemic may continue past the end of the initial crisis, meaning these reactions could take place several weeks or months from now. There is no shame in asking for help or seeking counseling. Supervisor and Leadership SupportAll leadership, from executives to management should be informed about the impacts of COVID-19 on mental health and wellbeing. Determine who in your organization will be responsible for sharing this information and include specific actions supervisors can take to best support their employees, as well as your company’s resources. Remind workers that your managers and supervisors are here to support them as your workplace makes changes. Employee ResourcesIn this section, share a list of the benefits you provide to support your employees in a time of need.Share contact information for any type of Employee Assistance Program (EAP) your company provides Share your time and attendance policy information (i.e. vacation and PTO) and reminders of any special caveats tied to those policies Share if you offer and flexible work arrangements, such as compressed work weeks or remote work, and any eligibility requirements to take part in themShare your leave benefits, such as FMLA Eligible employees may take FMLA unpaid leave for, among other reasons, their own serious health conditions that make them unable to perform the essential functions of their position, or to care for immediate family members (i.e., spouse, child or parent) with serious health conditionsFMLA defines serious health condition as an illness, injury, impairment, or physical or mental condition that involves:Inpatient care in a hospital, hospice or residential medical care facilityThe absence of medical intervention or treatment for a condition that would likely result in a period of incapacity of more than three consecutive calendar days and continuing treatment by a health care provider that affect an employee's health to the extent that he or she must be absent from work on a recurring basis or for more than a few days for treatment (for two or more times by a health care provider or a regimen of continuing treatment) or recoveryShare you short term disability (STD) benefitsEligible employees may request STD paid leave (to run concurrently with FMLA) if you are unable to perform all of your material job duties for a short time (initially must be out for a five consecutive day absence) because you are being treated for or recovering from a health condition (physical or mental) and are in need of continuous medical care ?Share your health care provider benefits and any of their resources specific to COVID-19Communicate where all of your COVID-19 policy updates and information can be found and update it regularly throughout the transition. Employment & Employee Policies Preparing employees to transition back to the workplaceReintroduction Plan Begin by outlining the employment status you have been operating under and reiterate the phased approach to reintegration into the workplace. The following example categorizes the employee population into key groups, defined below, depending on job functions and the need to perform tasks in person. As locations transition to Phase 2, this example initiates the return of groups one, two and three. The transition to Phase 3 will be the point when group four will return to the workplace. Special considerations are being given to group five and they will return when it is deemed safe to do so. Phase 2 - Contained Transmission & Minimal RestrictionsGroup One: Facilities personnelPrepare buildings and facilities for the return of workers as defined above Group Two: Workplace-required positions Warehouse personnelCustomer-facing rolesLeadership roles – facilities, warehouse and call center leadership required on siteGroup Three: Operations leadersIdentify and communicate what services are required from your business – individual procedures will be developed based on each circumstancePhase 3 - Monitored Transmission & Long-Term PolicyGroup Four: All other managers and employeesContinue remote work until Phase 3 is achieved.Managers and employees should engage in ongoing communication to discuss work schedules and logistical arrangements. Prior to employee reintegration into the workplace, there should be mutual agreement and formalized long-term Flexible Work Arrangement agreements. A facility transition end-date should be communicated to employees at least five business days in advance. Employees that need additional considerations should initiate discussions with their manager and Human Resources. Group Five: Employees at higher risk for severe illnessEmployees who are at higher risk should remain out of the workplace until a specific determination is made and risk of illness is eliminated or manageable within reason. High risk conditions and reasoning, include asthma, chronic lung disease, diabetes, serious heart conditions, chronic kidney disease, severe obesity, people aged 65 years and older, immunocompromised, liver disease, pregnancy and ADA reasonable accommodations. Workplace Return ConsiderationsYour organization should provide a return to work notice to all staff. This notice should identify the group number based on job function as defined above, along with the anticipated return to the workplace timeframe. If an employee needs to request a special consideration based on their individual situation, your managers and Human Resources should work with the employee to identify arrangements that achieve both personal and business needs. Listed below are three potential situations and solutions. Ultimately, frequent communication between managers and employees will be the key to addressing the myriad of circumstances that may arise. Employee with family obligationsAble to work remotelyContinue remote workUnable to work remotelyRequest time off or request leaveEmployee doesn’t feel safeAble to work remotelyContinue remote workUnable to work remotelyRequest time off or request leaveEmployee is at higher riskAble to work remotelyContinue remote workUnable to work remotelyFurther discussion is requiredTravel PolicyIn general, travel recommendations and requirements should maintain alignment with CDC guidelines. Additional guidelines should be in place for employees to ensure safe and smart travel decisions as your staff returns to the workplace and incorporates additional business behaviors. Below is an example approach.Phase 2 - Contained Transmission & Minimal Restrictions Business TravelAll travel must be approved by management Business travel is limited to only critical activities in locations deemed safe No international travel is permittedPersonal Travel Employees who travel for personal reasons are required to inform their manager of the destination. Dependent on the destination, remote work may be required upon return. Phase 3 - Monitored Transmission & Long-Term PolicyNo travel restrictions are in place. Employees should communicate with management about business travel plans and PTO requests per standard policies. CommunicationEnsuring effective and timely communication to facilitate return to workA full communication plan should be developed to ensure the timely and detailed communication of this playbook as well as the communication of specific arrival instructions for each phased group as you make the decision to return to the workplace. Playbook ReleaseReview sections in detailEmployee phasing and groupingIdentify benefits of returning to the workplaceArrival InstructionsDemonstrations of “safe behaviors”Alert employees to changes in the work environmentExplain physical workspace changesAdopt new greeting guidelines (to replace handshaking)Describe all signage on new guidelines and posting locationsWhen to ReturnDefining factors influencing the decision to return to the workplaceDecision-Making FactorsSeveral variables should be used to determine when to return to the workplace, with each set of criteria explicitly connected to each defined pandemic phase. Outline the main factors selected as guidance to provide a simplistic structure to the complex decision. Guiding factors should be vetted and adopted relative to individual situations and local conditions, and can include the following:Business need – the presence of an operational expectation that is relevant at a given time for a specific business unit or due to a contractual obligation. Infection and death rates – based on the numbers of new cases per 1,000 individuals. Given the recognized issues surrounding testing availability and protocols, localized death rates should also be considered. Examples of infection and death rate definitions below:Infection rate definitionsLow = <2 cases per 1,000Medium = 2-10 cases per 1,000High = >10 cases per 1,000Death rate definitionsLow = <.05 cases per 1,000Medium = .05-.3 cases per 1,000High = >.3 cases per 1,000Treatment availability – the existence and accessibility of a vaccine or prescribed management for COVID-19. Business NeedInfection RateTreatment AvailabilityResponseNoLowYesAll employees in workplaceYesLowYesAll employees in workplaceNoLowNoAll employees in workplace with increased precautions,no high-risk employeesYesLowNoAll employees in workplace with increased precautionsNoMediumYesWorkplace-required positions with increased precautionsYesMediumYesWorkplace-required positions with increased precautionsNoMediumNoAll employees remoteYesMediumNoAll employees in workplace with increased precautions,no high-risk employeesNoHigh YesAll employees remoteYesHighYesWorkplace-required positions with increased precautionsNoHighNoAll employees remoteYesHighNoWorkplace-required positions with increased precautions ................
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