Recent
guidance by OSHA will require employers to establish guidelines on mitigating
and preventing the spread of COVID-19 in the workplace. While we may
begin to see a slight increase of employees returning to the office if only for
a day or two a week, Independent has prepared its guidelines for employees
which will also be posted on the ADP Home Page.
INDEPENDENT COVID-19 GUIDELINES FOR EMPLOYEES WORKING IN THE OFFICE BUILDING
Our
knowledge of COVID-19 and related guidance from state and public health
authorities continue to evolve. . When that occurs, communication will be
shared with Independent’s employees.
The
safety and well-being of our employees shall remain paramount.
Independent will remain compliant with guidance and recommendations provided by
relevant state, federal and public health authorities. In the spirit of
progress and innovation, Independent will implement and improve best practices
to promote a safe environment and enhanced culture of individual responsibility
and accountability.
All
employees are expected to comply with Independent’s return to the office
guidelines. Failure to do so may result in corrective action. Any
employees with concerns about the compliance should contact inipayroll@newszap.com.
Health
Screening Questionnaire Protocol
Health screening questions should be asked of vendors before
entering an Independent facility. The form can be obtained by contacting inipayroll@newszap.com .
If an employee is or feels sick, stay home. Do
not come to the office. You can self-screen 48
hours before coming to the office by answering the questions shown on the CDC
site CDC Facilities COVID-19 Screening . Of course, you can also request the form from inipayroll@newszap.com .
Cloth
Face Covering Requirement
A cloth face covering to
cover the nose and mouth is required. This is to protect people around you, as
it is possible that you may be infected, but not have any symptoms.
- Masks are to be worn when
entering an Independent facility
- Employees working within the building must wear an appropriate mask or face covering at all
times when in a shared room (i.e. cubicles, large open room).
IF an employee working in a cubicle happens to be the only person in the
office, the mask does not need to be worn while in their cubicle. IF
multiple employees are working in the office and occupy cubicles
within one room, the mask must be worn. Masks do not need to be worn while
sitting/working in a personal office. However, the
mask is to be worn when the employee leaves their office.
- If needed, Independent will provide the disposable
masks for those who do not have them.
- Employees are permitted to use their own cloth face
masks or face coverings provided they meet CDC guidelines.
Physical
Distancing
Keeping space between you
and others is one of the best tools to avoid being exposed to this virus and
slowing its spread. COVID-19 spreads mainly among people who are in close
contact for a prolonged period. Spread happens when an infected person coughs, sneezes,
or talks, and droplets from their mouth or nose are launched into the air and
land in the mouths or noses of people nearby. The droplets can also be inhaled
into the lungs. Recent studies indicate that people who are infected, but do
not have symptoms, likely also play a role in the spread of COVID-19.
Physical distancing helps
limit opportunities to come in contact with contaminated surfaces and infected
people outside the home. Although the risk of severe illness may be
different for everyone, anyone can get and spread COVID-19. Everyone has a role
to play in slowing the spread and protecting themselves, their family, and
their community ----
·
Stay at least 6 feet (about 2 arms’ length) from other people.
·
Do not gather in groups larger than directed by state, local
mandates.
·
Stay out of crowded places and avoid mass gatherings.
·
Follow visual cues and signage such as floor decals, colored
tape, or signs indicating where to stand to increase distance between
individuals moving through the facility.
·
Follow current CDC guidelines.
All work that can be done
remotely should continue remotely for the foreseeable future. Building and
office occupancy should be kept to a minimum by staggering reporting and
departing times or using alternative daily schedules to limit individuals'
interactions.
Handwashing
Employees should wash their
hands upon arriving at their workplace, after using the restroom and as needed
throughout the day. Wash your hands often with soap and water for at
least 20 seconds. If soap and water are not readily available, use a hand
sanitizer that contains at least 60% ethanol. Sanitizer bottles are
located through the offices.
Personal
Space Cleaning
Before starting work and
before you leave any room in which you have been working, you must wipe down
all work areas with alcohol solution or wipes. This includes any
shared-space location or equipment (i.e. copiers, printers, computers, other
electrical equipment, coffee makers, desks and tables, light switches,
doorknobs, etc.).
Using
Restrooms
Use of restrooms should be
limited based on the
facility size to ensure at least 6 feet distance
between individuals. Signs may be posted of this limitation. Follow
the Handwashing Guidelines to reduce the potential transmission of the virus. Use a
drying towel to open the door and discard in the waste receptacle placed
outside in the hallway.
Using
Elevators
If the building has an elevator, no more than one person may enter an elevator at a time, so
please use the stairs whenever possible. When using the elevator, mask or
face covering must be worn and if possible, avoid touching the elevator buttons
with your exposed hand/fingers. Wash your hands or use hand sanitizer upon
departing the elevator.
Meetings
Convening in groups
increases the risk of viral transmission. Meetings should be held in whole or
part using available collaboration tools (e.g. Zoom, WebEx, Microsoft Teams,
telephone, etc.).
In-person meetings are
limited to the restrictions of local, state, and federal mandates assuming
individuals can still maintain the required separation
for social distancing requirements. Independent encourages everyone to communicate as needed by email, instant
message, telephone, or the tools mentioned above rather than face-to-face .
Meals
If you are working in the
building, you should wash your hands thoroughly before and after you eat to
reduce the potential transmission of the virus.
If there is a breakroom
utilized for eating, you should wear your mask or face covering until you are
ready to eat and then replace it afterward, maintaining the required social distance or the
number of employees allowed in the breakroom. Otherwise, employees are
encouraged to take food back to their office/cubicle area if this is reasonable
for your situation. Employees should wipe all surfaces, including tables,
refrigerator handles, coffee machines, etc. after use in common areas.
Vaccinations
Covid-19 vaccines are an
important tool to help stop the pandemic. We want to keep Independent employees safe and healthy and encourage you to get the
vaccine when it is available.
January 2021
