Coronavirus Preparedness Plan
Updates and FAQs
Updated 3-30-2020 at 6:00 p.m.
The company continues to monitor the spread of the coronavirus. We are focused on keeping people healthy and making sure we can continue providing services to our project owners. Below you will find the latest information, including frequently asked questions about the company’s coronavirus preparedness and response plan. If you have any questions about this information or the company’s plan, please contact your supervisor or your company HR representative (Meagan Tener, 614.212.5630, firstname.lastname@example.org).
Updates / New Information
March 30, 2020, 6:00 p.m. Announcement:
Today we do not any have new information or updates to share. The topics that we informed you about yesterday (listed below) have been incorporated into our Coronavirus Preparedness Plan Updates and FAQ’s
Topic from yesterday include:
- Ensure social distancing is being used at all work locations
- Designate a project leader to ensure CDC protocols and social distancing are being used
- Complete the point of entry survey every day at the start of work
- Visitors are no longer allowed at company offices. Assigned subcontractors, vendors, and suppliers, and those providing critical business support are permitted.
- Outside meetings / events: Team members should not attend business-related conferences, trade shows, training sessions or large meetings hosted by outside groups. Your company president can approve an exception if attendance at the event is business critical.
- Travel: The company has suspended all business-related commercial air travel until at least mid-April. We will continue monitoring the situation and will let you know if this changes. If you, a household member or a visitor to your household has been to one of the countries / regions or returning from a country / region on the CDC’s restricted travel list you will be asked to not attend work for 14 days from the return date. The CDC and State Department both have the latest travel recommendations. Note: any exemption to this travel restriction must be approved by your CEO.
- Kitchenettes / related resources: The use of shared refrigerators, coffee pots, microwaves, and vending machines should be eliminated. Refer to your specific worksite plan. All plans must include access to drinking water. Bottled water is the preferred water source. If bottled water is not readily available at your worksite you may use designated water faucets or other water dispensers, but the appropriate sanitization protocols are required to be completed between each individual use. Note: any exemption to this must be approved your company President.
Continued focus on preventing the spread of germs
Remember the critical hygiene habits that protect against the flu as recommended by the Centers for Disease Control and Prevention to protect against COVID-19:
- Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing. If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol. Always wash hands with soap and water if hands are visibly dirty.
- Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipes that are labeled to kill 99.9% of viruses and bacteria.
- Avoid touching your eyes, nose, and mouth.
- Cover your cough or sneeze with a tissue, then throw the tissue in the trash.
- Avoid close contact with people who are sick.
- Stay home when you are sick.
Frequently Asked Questions (FAQs)
How should we handle meetings?
MAP Meetings: During MAP meetings team members are required to spread out and work to maintain a 6-foot social distance between other team members. MAP meetings should be held outside when possible. Be sure to practice good hygiene and handwashing to avoid spreading germs.
Essential internal meetings: (company team members) We ask all team members to use conference calls, web meetings or video conferencing instead of in-person meetings whenever possible. All internal meetings must follow the CDC hygiene protocol including social distancing and sanitization recommendations. Regulated or mandated trainings may continue with the approval of your company President.
Non-essential internal or external meetings: (company team members and outside attendees) These meeting should not include any in-person gatherings and must be conducted using conference calls, web meetings or video conferencing.
What is an essential meeting or event?
An essential meeting is a meeting in which we cannot achieve the intended business objectives unless we meet in-person. If you have questions about determining if a meeting is essential or not, please review the situation with your Vice President / Senior Management.
Is it safe to travel?
See Current Restrictions in the section above, under 3. Travel.
I have upcoming personal travel plans- could going on the trip affect my ability to come back to work?
It may. We encourage you to follow the CDC’s recommendations regarding travel. The CDC has released additional guidance on cruise ship travel. Regardless of where you go, if you or a member of your household travels to a restricted region, you must contact your supervisor or HR representative before returning to work. If the travel included a country / region on the restricted list, you will be asked to self-quarantine for 14 days from the date of return to monitor yourself for coronavirus symptoms. Note that this list may be updated as circumstances continue to evolve. Even if the country / region you are traveling to is not on the list now, you may still be asked to not return to work if travel to that area is added to the restricted list. Before returning to work your HR representative will confirm the country / region that you traveled to is not a country / region restricted by the CDC or other authority. If you experience any symptoms, please contact your healthcare provider.
Health and Safety
What is the company doing to reduce the spread of coronavirus?
Starting Monday March 30, 2020 each project is required to assign a project leader that will oversee and ensure that each person on the job is following the required CDC protocols and social distancing mandate. The project leader will, to the best of their ability, audit the project operations to validate social distance is being done, hand washing facilities and sanitizer is available and being used, regular cleaning of high touch surfaces and fixtures is occurring, and point of entry surveys are being done by each crew.
Starting no later than April 1, 2020 all team members will be required to participate in a “Point of Entrance Survey” at the Morning Planning Meeting (i.e., MAP, Take-5, CAP, etc.) to verify that they meet the necessary requirements to perform essential job duties per the Health Authorities (See attachment S-019-F-004). Anyone that does not meet these requirements will be redirected to their Manager/Supervisor and Human Resources representative for additional evaluation prior to starting any work functions. Your supervisor will ask a series of questions and after which you will be provided the opportunity to discuss with your supervisor any reasons for concern.
We have provided education to all our team members about the coronavirus, including prevention recommendations from the Centers for Disease Control and Prevention (CDC). Please ensure that you and your team have reviewed the coronavirus Preparedness Safety Talk (#02.23) and have taken action to implement these protocols at your worksite.
Two safety talks have been written to inform our field and office team members how they are expected to clean, disinfect, and maintain their work areas because we know that doing this can help reduce the spread of the virus.
- S-019-ST-02.24 Coronavirus Preparedness – Cleaning and Disinfecting Equipment/Vehicle/Operator Booth/Control House
S-019-ST-02.24-100 Coronavirus Equipment and Vehicle Cleaning and Disinfection
*This Safety Talk is to be completed by Drivers, Operators and Supervisors.
- S-019-ST-02.25-100 Coronavirus Office Cleaning Instructions
*This Safety Talk is to be completed by team members that are assigned to an office, plant office, job trailer office, shop office, etc.
We have established a coronavirus taskforce to manage this evolving coronavirus pandemic. We are restricting business travel by our team members, encouraging the use of conference calls, video conferencing and web meetings instead of in-person meetings; asking our team members to restrict visitors from entering our offices; and restricting attendance at conferences, meetings or training sessions hosted by outside groups, unless the event is business critical.
Directing custodial staff to focus on disinfecting common touch points including fixtures and surfaces as well as common areas. We are also working to ensure they have access to cleaning supplies capable of killing the virus.
We directed our team members to be accountable and practice the CDC’s recommend hygiene protocols including frequent washing and the sanitization of commonly shared resources in their work areas. Each worksite is required to have a plan in place to reduce the spread of the coronavirus.
Any team member that is not feeling well or reports a concern that they may have been in contact with someone that could have or does have the coronavirus should contact their supervisor or HR representative.
What will happen if a coronavirus case is confirmed at my work location? Will I still need to come to work?
Team members at the affected work location will be provided with more details on what steps will be taken to keep themselves and their co-workers safe if their work location is impacted. Some team members may be asked to not attend work. Some team members may be asked to stay separated from the area and help ensure that critical business operations can continue.
What does it mean to self-monitor?
According to the CDC, self-monitoring means you should monitor yourself for fever by taking your temperature twice a day and remaining alert for cough or difficulty breathing. If you feel feverish or develop a measured fever, cough, or difficulty breathing during the self-monitoring period, you should self-isolate, limit contact with others, notify your supervisor and HR representative that you are staying home from work, and seek advice from your healthcare provider.
What should I do if I have signs or symptoms of illness?
If you don’t feel well, notify your supervisor and HR representative that you are staying home from work and if needed, seek medical attention from your healthcare provider. Team members that do not feel well but do not have a confirmed positive coronavirus test should not return to work until they are symptom free, and fever free (without the aid of medication) for 24 hours.
What should I do if I think a coworker is demonstrating signs or symptoms of illness?
It’s important not to assume that a sick coworker is infected with coronavirus. Coronavirus can only be diagnosed through lab testing. If you have a concern that a co-worker may be demonstrating signs or symptoms of illness, you should notify your supervisor and HR representative. Anyone experiencing symptoms of illness is expected to stay home from work and seek care, if needed. Team members should not return to work until they are symptom free, and fever free (without the aid of medication) for 24 hours.
Is it OK if I work from home?
Team members should report to work as usual if they feel well and as long as they or a family member or visitor have not traveled to a restricted country / region on the CDC’s list.
What if a team member does not feel comfortable being in a public environment or working at this time because of the coronavirus?
If a team member does not want to be in a public setting or working because of the coronavirus they may request a layoff or take a leave of absence. They should contact their supervisor or company human resources representative to make this request.
What if I have been identified, or someone in my household has been identified, by the CDC or a medical care provider as being at a high risk to suffer severe health complications if I become infected by the virus?
If you or someone in your household is identified as high risk for complication with the coronavirus, notify your supervisor and human resources representative. Our taskforce is currently monitoring state legislation and the federal legislation that will establish how companies are expected to manage team members leave related to the coronavirus. We will follow any laws that are enacted.
What should I do if my child’s school is closed because of the coronavirus and I am unable to find alternative childcare at this time?
We care about the wellbeing of you and your family. If you need to remain home to care for your family, please notify your supervisor and your human resources representative. Our taskforce is currently monitoring state legislation and the federal legislative action that will establish how companies are expected to manage team members leave related to the coronavirus going forward. We will follow any laws that are enacted.
Will I be paid if I’m asked to remain home for 14 days?
Our taskforce is currently monitoring state and federal government’s legislative action that will establish how companies are expected to manage team member leave related to the coronavirus. We will follow any laws that are enacted.
Should I wear gloves to open the mail, or to handle other frequently shared papers and cardboard objects?
The simple answer is YES, followed by washing your hands after removing your gloves and/or touching your face, nose or eyes, using a cell phone or the restroom.
Should I take my temperature before reporting to work?
Yes. We are requesting all team members take their own temperature prior to reporting to work.
What is a fever?
The CDC considers a person to have a fever when he or she has a measured temperature of 100.4° F (38° C) or greater.
What should I do if I have a fever or other signs or symptoms of illness?
If you have a fever or do not feel well, notify your Supervisor or HR Representative that you are staying home from work and if needed seek medical attention from your healthcare provider.
If you are showing other symptoms of the Coronavirus (including cough or shortness of breath, etc.), stay home and call your Supervisor or HR Representative, and if needed seek medical attention from your healthcare provider.
If a fever or symptoms of the Coronavirus develop while you are at work, immediately notify your Supervisor that you are going home. If needed seek medical advice from your healthcare provider. Your supervisor will notify your company HR Representative that you left the project because you were not feeling well.
What if I do not have a thermometer at home that I can use?
We are currently working to obtain temperature strips for those team members that do not have a thermometer.
Should our subcontractors and vendors follow this same process and take their temperature prior to coming to work?
We have sent letters to our trade partners asking that our subcontractors and vendors follow the CDC requirements.
What if a team member is working to complete a task or working on a project and they are concerned that the CDC protocols and social distancing requirements are not being followed?
A team member has the right and responsibility to stop an operation that they feel is unsafe. “Stop Work Authority” means all team members have the authority and obligation to Stop Work for any work activity or operation for which they have a concern or question regarding the safety and health of themselves, a fellow team member or person, the prevention of equipment or property damage, or a negative impact on the environment. If there is ever a time that a team member does not feel safe they should immediately stop work and report the concern to their supervisor.
Is the company tracking the “Stay-at-Home” or similar orders that have been announced by the States?
We are currently working to post a summary of the orders for all the states where we work and travel through. In the meantime, you can review the orders applicable to your state on your Governor’s website or you may also contact your President with any questions.
What are the symptoms associated with coronavirus?
Common signs of infection are fever, dry cough and shortness of breath, according to the CDC.
Is merchandise shipped from a region on the CDC travel ban list safe to handle?
The CDC has stated that there is very low risk of spread from products or packaging. There is no evidence to support transmission of coronavirus from imported goods.
Should I take my laptop home each day?
If you currently have a laptop computer, you should take it home each day. Please ensure your computer is stored in a secure location and not in your vehicle.
Who is my company human resources (HR) representative?