General Practices For All Worksites

HR Considerations:

  • Consider the mental and physical health and wellness of all personnel during these unprecedented times.
  • Utilize a Daily Health Screening for all participants working with others in-person.
  • Identify person(s) responsible for COVID support and management.
    ○ Office: Person(s) assigned by company managers
    ○ Set: Person(s) assigned by Producer
  • Consider policies and regulations for personnel who may be traveling — locally and long distance.
  • All personnel should be contacted if they were determined to have been in close contact with an individual confirmed with COVID-19.
  • Review any established Paid Time Off policy for conformity with current state and federal requirements.

Symptom Identification and Personal Screening:

  • All personnel must 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 GOLD STANDARD FOR PERSONNEL SCREENING).
  • 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 upon arrival to the workplace.
    ○ Non-electronic survey, which can be done by designated Compliance Assistant using a written checklist prior to, or upon arrival to the workplace.
    ○ For visits to the workplace by unscheduled personnel, screening processes must be completed before they enter the workspace.
  • Anyone who reports to work with new and unexplained 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 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, reliable testing with timely results for active cases is not readily available on-site, and varies geographically. Therefore, symptomatic polling is the most reliable screening process.
  • In addition, many use periodic temperature taking as an easy form of identifying possible infection. While this is not a fail safe measure, it can be an effective way of identifying a symptomatic person who did not report a fever at the time of reporting via screening or check in.

Development of Symptoms:

  • All personnel must immediately report to a designated Compliance Assistant or Medic at the workplace if they are experiencing symptoms of COVID-19.
  • If any personnel develops 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 should follow CDC-recommended steps and prevailing governmental regulations. 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 24 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 being within six feet for 15 minutes or more.
  • If an employer receives a report that any person is confirmed with COVID-19 after working, employers should inform personnel who were in “close contact” of their possible exposure to COVID-19, but maintain confidentiality as required by law.

Exposure Reduction:

Employer

  • Employers must conduct a daily screening of current or prospective personnel (after a conditional offer of employment has been made), when others are 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 policy.
  • 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.
  • Have a designated person in the role of a Compliance Assistant to maintain 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, 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.
  • Periodically attend to hand hygiene during the day and at the start and end of all scheduled breaks.
  • 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 within areas/items used by their department.
  • 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.
  • Make appropriate disinfectant supplies accessible 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 towel and hand sanitizer dispensers).
  • Consider providing finger cots (preferable) or gloves for any shared equipment (e.g. copy machine, microwave) especially when washing stations or appropriate methods of disinfectant are not immediately accessible.
  • Assign individual designated printers and scanners when possible for those whose tasks cannot be accomplished by electronic forms of communication.
  • 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 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 disposable products (plates, utensils, toilet paper, paper towels, etc) when reusable, washable, service items are not available or practical.
  • Eliminate self-serve in 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, or washed and peelable.
    ○ 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.