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Daymark COVID-19 Update

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SECTOR SPECIFIC WORKPLACE SPECIFIC SAFETY STANDARDS FOR OFFICE SPACES TO ADDRESS COVID-19

Updated as of July 24, 2020

 

Standards for Responsible Office Spaces in Massachusetts and Daymark Solutions' approach

 

No activity in office spaces can occur without meeting the following sector specific COVID-19 workplace safety standards. These standards apply to all businesses and other organizations operating in general use office space until rescinded or amended by the State.

 

The following workplace specific safety standards are organized around four distinct categories covering Social Distancing, Hygiene Protocols, Staffing and Operations, and Cleaning and Disinfecting.

 

I. Social Distancing

 

  • Each office must monitor customer and worker entries and exits and limit occupancy at all times to the greater of the following:
    • 50% of the building’s maximum permitted occupancy as documented in its occupancy permit on record with the municipal building department or other municipal record holder
    • All occupancy counts and calculations shall include customers, staff, and other worker

Daymark Policy – maximum occupancy for Daymark is 20 employees at any one time

  • Ensure separation of 6 feet or more between individuals unless this creates a safety hazard due to the nature of the work or the configuration of the workspace

Daymark Policy – required

  • Close or reconfigure worker common spaces and high density areas where workers are likely to congregate (e.g., break rooms, eating areas) to allow 6 feet of physical distancing; redesign work stations to ensure physical distancing (e.g., separate tables, use distance markers to assure spacing)

Daymark Policy – chairs removed to create adequate spacing in break room, workstations spread out, more offices with closable doors, clear safety shields added to workstations

  • Cafeterias must practice physical distancing and appropriate hygiene measures and may allow indoor and /or outdoor seating according to Restaurant guidance

Daymark Policy – chairs removed to create adequate spacing in breakroom

  • Physical partitions separating workstations must be installed for areas that cannot be spaced out.

Daymark Policy – installed, and clear safety shields added

  • Establish directional hallways and passageways for foot traffic if possible, to minimize contact.

Daymark Policy – arrows installed on floor surfaces where required

  • Limit visitors where feasible, and avoid congregation in common areas (e.g., lobbies)

Daymark Policy – all visitors must have prior approval before visiting, limited to 2 at a time total

  • Mark rooms and hallways to indicate 6 feet separation

Daymark Policy – floor signs installed showing proper 6ft spacing

  • Stagger work schedules and improve ventilation for enclosed spaces where possible (e.g., open doors and windows)

Daymark Policy - has created three groups – Red, Blue and Green.

  • Red Group – Subset of employees with access rights for all weeks of each month
  • Blue & Green Groups – Subset of employees with access rights for alternating weeks. Each group will alternate weeks in which they are eligible to come to the office if desired/required.
  • Prior to coming to work in the Burlington facility, each employee must complete a COVID status form and submit for approval
  • At arrival at Daymark facility, each employee will need to have their temperature taken and recorded
  • While at Daymark facility, masks must be worn in any area where contact with fellow employees or visitors could be made and/or 6ft spacing is not possible. Masks do not have to be worn in enclosed offices as long as the office is only occupied by the office owner.
  • Limit meeting sizes, ensure 6 feet of social distancing, and encourage remote participation

Daymark Policy – chairs removed from conference rooms and common areas to create 6 feet of separation

  • Stagger lunch and break times, regulating maximum number of people in one place and ensuring at least 6 feet of physical distancing

Daymark Policy – lunch and breaks to be taken outside or within enclosed office or room, or in break area on a staggered basis, with 6ft minimum distancing requirement followed

 

II. Hygiene Protocols

 

  • Ensure access to hand washing facilities on site, including soap and running water, wherever possible and encourage frequent hand washing; alcohol-based hand sanitizers with at least 60% alcohol may be used as an alternative

Daymark Policy – (5) hand sanitizers mounted on common area walls, (8) counter based sanitizers dispersed in building

  • Supply workers at workplace location with adequate cleaning products (e.g., sanitizer, disinfecting wipes)

Daymark Policy – all desks equipped with bottle of hand sanitizer

  • Post visible signage throughout the site to remind workers of the hygiene and safety protocols

Daymark Policy – signs posted in all common areas reminding employees of required protocols

  • Alcohol-based hand sanitizers with at least 60% alcohol should be made available at entrances and throughout floor areas for workers

Daymark Policy – wall and counter based sanitizers at all entrances

  • Require regular and not less than daily cleaning and sanitation of all high-touch areas such as workstations, door handles, and restrooms

Daymark Policy K – offices cleaned every weeknight

  • Avoid sharing office materials / equipment or disinfect equipment between use (e.g., telephones, fax machines)

Daymark Policy – sanitizer and wipes located at each office equipment location

 

III. Staffing and Operations

 

  • Provide training to workers on up-to-date safety information and precautions including hygiene and other measures aimed at reducing disease transmission, including:
    • Social distancing, hand-washing, proper use of face coverings
    • Self-screening at home, including temperature and symptom checks
    • Importance of not coming to work if ill
    • When to seek medical attention if symptoms become severe

Daymark Policy - all employees must watch up to date safety precaution video

Facilities must screen workers at each shift by ensuring the following:

  • Worker is not experiencing any symptoms such as fever (100.0 and above) or chills, cough, shortness of breath, sore throat, fatigue, headache, muscle/body aches, runny nose/congestion, new loss of taste or smell, or nausea, vomiting or diarrhea
  • Worker has not had “close contact” with an individual diagnosed with COVID-19. “Close contact” means living in the same household as a person who has tested positive for COVID-19, caring for a person who has tested positive for COVID-19, being within 6 feet of a person who has tested positive for COVID-19 for 15 minutes or more, or coming in direct contact with secretions (e.g., sharing utensils, being coughed on) from a person who has tested positive for COVID-19, while that person was symptomatic
  • Worker has not been asked to self-isolate or quarantine by their doctor or a local public health official
  • Workers who fail to meet the above criteria must be sent home

Daymark Policy – requires each employee to complete survey covering the above questions prior to visiting Daymark office

  • Adjust workplace hours and shifts (leverage working teams with different schedules or staggered arrival / departure) to minimize contact across workers and reduce congestion at entry points

Daymark Policy – has created three teams of workers – and staggered schedules

  • Maintain a log of workers and customers to support contact tracing (name, date, time, contact information) if needed

Daymark Policy – log located at employee entrance and main entrance – to be completed upon each visit by employee or visitor

  • Workers must wear face coverings when social distancing of 6 feet is not possible, except where unsafe due to medical condition or disability

Daymark Policy – requires this policy be followed diligently – masks to be worn in any common area or where close contact could occur

  • Employers are encouraged to have workers continue to telework if feasible; external meetings should be remote to reduce density in the office

Daymark Policy – highly encourages remote meetings and discourages onsite visits or meetings with visitors.

  • Limit visitors and service providers on site; shipping and deliveries should be completed in designated areas

Daymark Policy – limits visitors to main front area of Daymark facility and may not pass through either keyed door from main lobby to center of building without additional approval

  • For guidance on business-sponsored travel, refer to the Commonwealth's current out-of-state travel order: gov/MAtraveler. Employers are strongly discouraged from allowing business- related travel to destinations other than those appearing on the Department of Public Health’s list of COVID-19 lower risk States. Employers that permit employer-paid or -reimbursed travel to those States should take measures to ensure employees comply with this order. Employers are also urged to strongly discourage their employees from taking leisure travel to destinations not included on the list of COVID-19 lower-risk States

Daymark Policy – strongly discourages any travel, especially any inter-state travel or to areas within MA currently experiencing significant COVID activity

  • Workers must stay home if feeling ill

Daymark Policy – prohibits any worker from visiting facility if ill, and will be sent home if determined to be unfit to visit due to symptoms or responses to questionnaire.

  • Workers who are particularly vulnerable to COVID-19 according to the Centers for Disease Control (e.g., due to age or underlying conditions) are encouraged to stay home or arrange an alternate work assignment

Daymark Policy – actively enforces and encourages this approach

  • Workers are strongly encouraged to self-identify symptoms or any close contact to a known or suspected COVID-19 case to the employer

Daymark Policy – actively encourages self-identification and information sharing related to knowledge of COVID cases

  • Encourage workers who test positive for COVID-19 to disclose to the workplace employer for purposes of cleaning / disinfecting and contact tracing. If the employer is notified of a positive case at the workplace, the employer shall notify the local Board of Health (LBOH) in the city or town where the workplace is located and assist the LBOH as reasonably requested to advise

  likely contacts to isolate and self-quarantine. Testing of other workers may be recommended  consistent with guidance and / or at the request of the LBOH

Daymark Policy – actively follows this policy

Daymark Policy – has posted this information in its main break room

  • Allow water fountains to be used as refill stations only, provided that social distancing can be maintained. Workers should bring their own water bottles

Daymark Policy – provides bottled water and filtered water for employee consumption

 

 

IV.  Cleaning and Disinfecting

 

  • Clean commonly touched surfaces in restrooms (e.g., toilet seats, doorknobs, stall handles, sinks, paper towel dispensers, soap dispensers) frequently and in accordance with CDC guidelines
  • Conduct frequent cleaning and disinfection of site (at least daily and more frequently if feasible)

Daymark Policy – has offices cleaned by professional cleaning company on each weekday

  • Keep cleaning logs that include date, time, and scope of cleaning

Daymark Policy -logs cleaning activities of cleaning company and any internal cleaning activities

  • Conduct frequent disinfecting of heavy transit areas and high-touch surfaces (e.g., doorknobs, elevator buttons, staircases, vending machine, bathrooms)
  • Clean shared spaces (e.g., conference rooms) between use and supply cleaning products (e.g., sanitizer, disinfecting wipes)

Daymark Policy – cleaning kits are provided for each common area (conference rooms) to be used by employees once finished with use of common area

  • In event of a positive case, shut down site for a deep cleaning and disinfecting of the workplace in accordance with current CDC guidance

Daymark Policy – follows this policy

  • Open windows and doors to increase airflow where possible

Daymark Policy - encourages this approach and will leave doors open when possible/safe