General Practices For All Worksites

HR Considerations:

  • Consider the health and wellness of all personnel during these unprecedented times.
  • Establish responsible policies for personnel to self-diagnose health symptoms and report to a designated Compliance Assistant.
    ○ Office: Existing Injury and Illness Prevention Program (IIPP) Administrator
    ○ Set: Person sourced by the production team
  • Consider Policies for personnel traveling — locally and long distance.
  • All personnel (in addition to those hired by Agency / Client i.e. talent) to provide contacts for family / household in case of emergency.
  • All personnel should be contacted subsequently in the event that fellow workers or talent are found to have contracted COVID-19 within two weeks following possible exposure.
  • Review any established Paid Time Off policy for conformity with new state and federal requirements.

Symptom Identification and Personal Screening:

  • All personnel will be required to participate in self-screening each day prior to arriving on set or the workplace as has been required by various Government and Regulatory bodies. (SEE AICP SCREENING PROCESS).
  • Some ways to fulfill this requirement are:
    ○ Electronic survey, which can be pushed by email or app to all personnel. The results of the prior  day’s self-screening should be confirmed to be “UNCHANGED” by the designated Compliance Assistant when they arrive at the workplace  on the work day.
    ○ Manual screening could also be done by designated Compliance Assistant using a written checklist prior to personnel entering the workplace.
    ○ For visits to the workplace by unscheduled personnel, manual or electronic screening processes must be completed before they enter the workspace.
  • Anyone who reports to work with symptoms that point to possible of COVID-19 infection will be instructed to return home and contact their healthcare provider.
  • Americans with Disability Act (ADA) conformity:
    ○ All employees should be subject to the same screening, after a conditional offer of employment.
    ○ In accordance with the ADA and other applicable laws, only a designated person(s) may be privy to medical information provided by personnel. All such information must be stored separately from the employee’s personnel records and be held in the strictest confidence.
  • Please note, when working at a rented facility (e.g. studio lot, stage), there may be specific requirements for screening which may be performed by designated individuals employed by the facility.
  • Currently, testing for active cases is not available on-site. In addition, testing (such as antibody testing and temperature-taking) are not reliable screening indicators — therefore, using symptomatic polling is the most reliable screening process.

Development of Symptoms:

  • All personnel must immediately report to a designated Compliance Assistant at the workplace if they are experiencing symptoms of COVID-19.
  • Designated person(s) must know symptoms, protocols to process symptomatic individuals.
  • If any personnel develop symptoms of COVID-19 (not reported prior in the daily screening process), they must not go to work and should immediately contact their healthcare provider, and their direct supervisor as soon as practicable.
  • Persons diagnosed with COVID-19 must follow CDC-recommended steps. They should not return to work until the following conditions have been satisfied:
    ○ The CDC’s current Symptom-Based Strategy is recommended, which at this time calls for:
        ■ At least 3 days (72 hours) have passed since recovery defined as resolution of fever without the use of fever-reducing medications and improvement in respiratory symptoms (e.g., cough, shortness of breath).
        ■ At least 10 days have passed since the symptoms first appeared.
        ■ A person who has tested positive for COVID-19 and has been hospitalized may return to work only when their healthcare provider advises them to do so.
  • Persons who have not had COVID-19 symptoms but who tested positive and are under isolation should follow the CDC’s time-based strategy:
        ■ At least 10 days have passed since the date of their first positive COVID-19 diagnostic test, assuming they have not subsequently developed symptoms since their positive test.
        ■ If they develop symptoms, then the symptom-based strategy should be used.
  • Doctor’s notes are not required to return to work as long as the individual meets the CDC criteria listed.
  • If any personnel have come into close contact with someone who has tested positive for COVID-19, they must not go to work and should contact their healthcare provider, and direct supervisor or designated person as soon as possible. Local public health guidance for quarantine (14 days) will be followed. “Close contact” will be defined per CDC guidance as within six feet for more than a few minutes’ time.
  • If an employer receives a report that any personnel is confirmed to have COVID-19 after working, employers should inform fellow employees who were in “close contact” of their possible exposure to COVID-19 in the workplace, but maintain confidentiality as required by the ADA.

Exposure Reduction:

Employer

  • Employers must conduct basic daily screening and request COVID-19 symptomatic information from current or prospective personnel, or other people present at the workplace who have received a conditional offer of employment, are employed on a full time, or are otherwise present at the workplace.
  • All Employers should familiarize themselves with the US Equal Employment Opportunity Commission rules in this simple Q&A to create company policy and procedures for the workplace.
  • Provide a washing station(s) when there is no access to running water.
  • Provide alcohol-based hand sanitizer with a minimum of 60% alcohol (self-dispensing when possible).
  • Separate washing stations from hand sanitizing dispensers.
  • Offer appropriate Personal Protective Equipment (PPE) to all personnel.
  • Permit people to supply their own PPE, when they have specific personal preferences, as long as the PPE conforms to the need.
  • Ensure proper distancing:
    ○ At work stations
    ○ Meal seating
    ○ Also, when possible, implement 6 foot markings on floors where personnel need to line up
  • Designate pathways as one-way when possible.
  • Store and stock adequate supplies of all required PPE.
  • Encourage a work-from-home strategy when possible.
  • Consider shifting work day start and end times to avoid rush hour commutes, congestion in elevators, lobbies, and common areas.
  • Request that building management share their preparedness plans and confirm that building staff have appropriate PPE, and are adequately educated regarding social distancing and cleaning / disinfecting protocols.
  • Request from building management a safety data sheet for all chemicals used for cleaning and have them confirm that the building’s cleaning equipment is operational and maintained.
  • Confirm that management inspects and maintains building equipment outside of your control.
  • High touch points and equipment should be regularly wiped down during the day.
  • Consider having a designated person in the role of a Compliance Assistant to support in maintaining best practices suitable for your worksite(s).
    ○ This individual should be trained on health and safety precautions, policies and procedures related to COVID-19 prevention, infection prevention practices including disinfection, and PPE.
    ○ The designated individual(s) will oversee and monitor physical distancing, symptom monitoring, disinfecting protocols, and PPE compliance.
    ○ All personnel should know who the designated person(s) is and how to contact them.
  • During production, incorporate pertinent COVID-19 considerations into Daily Safety Meeting. Staggered start times may require multiple meetings.

All Personnel

  • All personnel must fill out the employer's screening questionnaire and acknowledgement.
  • All personnel should familiarize themselves with the current Centers for Disease Control COVID-19 information.
  • Avoid touching your mouth, eyes, and nose.
  • Wash hands frequently with soap and water for at least 20 seconds.
  • Utilize PPE, including but not limited to face coverings that cover the nose and mouth, face shields, goggles, gloves, finger cots, etc., as needed or required.
  • Replace PPE as necessary.
  • Dispose, clean, or store PPE properly.
  • Limit number of people to essential personnel.
  • Maintain good ventilation.
  • Maintain social distance of a minimum of 6 feet whenever possible.
  • Face coverings should be worn in the presence of others and absolutely required when 6 foot social distance is not possible.
  • Maintain personal hygiene and follow CDC advice (e.g. sneeze or cough into the elbow or tissue).
  • Work with the Producer and Department Heads to follow proper sanitary guidelines.

Surface Transmission Mitigation:

Employer

  • Department heads and managers must ensure that proper sanitary measures are being taken.
  • Designate individual(s) for overall housekeeping.
  • Post signage to remind people to wash and/or sanitize their hands.
  • Designate an area to receive deliveries outside vs. inside office / motorhome, and clearly post sanitary policies for messengers and deliveries.
  • Provide covered no-touch trash disposal.
  • Provide ample disposal receptacles for PPE.
  • Provide appropriate disinfectant supplies to all personnel.
  • EPA-approved disinfectant with a claim against SARS-CoV-2 should be widely available at the workplace.

All Personnel

  • Maintain regular housekeeping practices in your immediate space, including routine cleaning and disinfecting of surfaces, equipment, and other elements of the work environment.
  • Use appropriate disinfectant to avoid damaging surfaces.

Reduce Commonplace Touchpoints:         

Employer

  • Provide a sensor-activated environment when possible (water coolers, toilets, faucets, soap dispensers, paper towels, and hand sanitizer dispensers).
  • Consider providing finger cots or gloves for any shared equipment (e.g. copy machine, microwave) especially when washing stations are not immediately accessible.
  • Assign individual designated printers and scanners when possible.
  • Assign tasks to specific individuals when possible (e.g. one person turns office lights on/off, one person adjusts thermostats, one person accesses specific areas, etc).
  • Provide specific disposable office supplies, such as pens (and have individuals label and keep them).
  • Clean and sanitize all surfaces including high touch areas (fixtures, light switches, appliance handles, buttons, etc.) on arrival and departure of staff and clients.
  • Ensure adequate stock of eco-friendly paper and plastic products (toilet paper, paper towels, etc).
  • Eliminate self-serve areas in the kitchen and designated food service areas (includes coffee).
    ○ Do not provide snack bowls or unpackaged goods.
    ○ Do not provide fruit that isn’t individually wrapped.
    ○ Do not provide shared platters.
  • Stagger group meals to allow for social distancing guidelines.

All Personnel

  • Use a cell phone as opposed to a landline.
  • Individuals should park and move their own vehicles.
  • Use personal/reusable water bottles (clearly labeled with owner’s name), dishes, and flatware when sanitary conditions for use can be maintained. Otherwise, use ecologically friendly single-use flatware, plates, and cups.
  • Use contactless payment (as opposed to petty cash) whenever possible.
  • Do not share cell phones, tablets, or computers.

This information is designed as a service to AICP Members and is intended only to provide general information on the subject covered and not as a comprehensive or exhaustive treatment of that subject, legal advice or a legal opinion. Members are advised to consult with legal counsel and other professionals with respect to the application of the subject covered to any specific production or other factual situation.