Authorities for COVID-19 Guidance and Social …...may occur, such as shopping centers, movie...

Authorities for COVID-19 Guidance and Social Distancing

May 27, 2020

Course #6C1900Revision 1

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Introduction

• Safety Topic: Social Distancing & Face Coverings

• We are experiencing an unprecedented time in the US, in Washington State, and at Hanford with regard to the COVID-19 Global Pandemic

• Recommendations to protect our families, the public and our workforce are changing on a frequent basis and coming from multiple sources (i.e., President’s Task Force, CDC, Washington State Governor, etc.)

• Benton-Franklin Health District, which is the local authority, the Hanford Prime Contractors and DOE are working collaboratively to implement recommended guidelines and practices that promote a safe workplace

• In our workplace, guidelines for distancing and group sizes must be balanced with executing our critical work and maintaining the safety of the nuclear facility to protect the public and the environment

• As expressed in The President’s Coronavirus Guidelines for America working in a critical infrastructure industry [such as managing the nuclear legacy at Hanford], employers and workers have a special responsibility to maintain a normal work schedule

Course #6C1900, Rev 1

Presenter

Presentation Notes

Safety Topic: Limiting face-to-face contact with others is the best way to reduce the spread of coronavirus disease 2019 (COVID-19). Social distancing, also called “physical distancing,” means keeping space between yourself and other people, i.e. limiting prolonged close contact with others, when feasible. To practice social or physical distancing: Stay at least 6 feet (about 2 arms’ length) from other people Do not gather in groups Stay out of crowded places and avoid mass gatherings Close contact. Factors to consider when defining close contact include proximity, the duration of exposure (e.g., longer exposure time likely increases exposure risk), whether the individual has symptoms (e.g., coughing likely increases exposure risk) and whether the individual was wearing a facemask (which can efficiently block respiratory secretions from contaminating others and the environment). Data are insufficient to precisely define the duration of time that constitutes a prolonged exposure. Recommendations vary on the length of time of exposure from 10 minutes or more to 30 minutes or more. In healthcare settings, it is reasonable to define a prolonged exposure as any exposure greater than a few minutes because the contact is someone who is ill. Brief interactions are less likely to result in transmission; however, symptoms and the type of interaction (e.g., did the person cough directly into the face of the individual) remain important. Employees are encouraged to bring to work and wear personal face coverings. The General Hazard Analysis (GHA) has been updated to include the requirement to wear personal face coverings (mouth and nose) at all times except for these exceptions: -eating/drinking, -smoking, -underlying health conditions (as accommodated by HR), -when other respiratory protection is required, -transition work activities (e.g. donning and doffing area), -working alone (e.g. in an office or cubicle, vehicle, fabrication tent, in remote locations) . Face coverings will be provided by the Company when required by the GHA.

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Guidelines

Which guidelines do we follow?

• The primary source of employer and workplace guidelines at the Hanford Site are provided by the Center for Disease Control and Prevention (CDC) and the Occupational Safety and Health Administration (OSHA)

• Guidelines are not rules or requirements as stated in the OSHA guidance:

“This guidance is not a standard or regulation, and it creates no new legal obligations. It contains recommendations as well as descriptions of mandatory safety and health standards. The recommendations are advisory in nature, informational in content, and are intended to assist employers in providing a safe and healthful workplace.”

“This guidance is intended for planning purposes. Employers and workers should use this planning guidance to help identify risk levels in workplace settings and to determine any appropriate control measures to implement. Additional guidance may be needed as COVID-19 outbreak conditions change, including as new information about the virus, its transmission, and impacts, becomes available.”


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Guidelines

Which guidelines do we follow?

• Specific business and employer guidance from the CDC is provided by

COVID-19 “Interim Guidance for Businesses and Employers” https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html

• Specific business and employer guidance from OSHA is provided by

“Guidance on Preparing Workplaces for COVID-19” https://www.osha.gov/Publications/OSHA3990.pdf

• As with ALARA, guidelines must be implemented on a graded approach that promotes our workplace safety while still providing for continuation of our critical infrastructure work activities


https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html

https://www.osha.gov/Publications/OSHA3990.pdf

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What We Know

Based on what is currently known about the virus• Coronavirus Disease 2019 (COVID-19) is a respiratory disease caused by

the SARS-CoV-2 virus

• There is currently no vaccine to prevent COVID-19

• Spread from person-to-person happens most frequently among close contacts (within about 6 feet) from respiratory droplets when an infected individual coughs or sneezes.

• It may be possible that a person can get COVID-19 by touching a surface or object that has the virus on it but transmission of novel coronavirus to persons from contaminated surfaces has not been documented.


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Workplace Guidelines

• The OSHA guidance states: “Employers should explore whether they can establish policies and practices, such as flexible worksites (e.g., telecommuting) and flexible work hours (e.g., staggered shifts), to increase the physical distance among employees and between employees and others if state and local health authorities recommend the use of social distancing strategies.”

• Recommendation for social distancing

Social distancing means remaining out of congregate settings, avoiding mass gatherings, and maintaining distance (approximately 6 feet) from others when possible.

Congregate settings are crowded public places where close contact with others may occur, such as shopping centers, movie theaters, stadiums.


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Social Distancing

• In our work at Hanford, while still executing distancing practices as much as possible (i.e., meeting rooms, change facilities, etc.), we cannot always apply distancing practices and execute our critical infrastructure work activities

• In congested work areas such as change trailers where workers are donning and doffing protective clothing, efforts are being made to spread workers out in order to minimize overcrowding

• Additional steps are being implemented to reduce the density of workers in office work areas, such as telecommuting practices

• The most important steps we can take are to follow CDC/OSHA Basic Infection Prevention Measures


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Basic Infection Prevention Measures

• Practice good hygiene• Promote frequent and thorough hand washing• Encourage workers to stay home if they are sick (primary

symptoms include fever, cough, and shortness of breath)• Encourage respiratory etiquette, including covering coughs

and sneezes• Establish policies and practices to increase the physical

distance among employees and between employees• Discourage workers from using other worker’s phones, desks,

offices, or other work tools and equipment, when possible• Maintain regular housekeeping practices• Keep your desk and work areas cleared of excess paper and

clutter to allow for easy cleaning and disinfecting


Presenter

Presentation Notes

Emphasize the importance of hand washing - Wash your hands often with soap and water for at least 20 seconds especially after you have been in a public place, or after blowing your nose, coughing, or sneezing. Symptoms have evolved over the course of this epidemic, so please refer to the CDC Symptoms webpage. People with COVID-19 have had a wide range of symptoms reported – ranging from mild symptoms to severe illness. Symptoms may appear 2-14 days after exposure to the virus. People with these symptoms or combinations of symptoms may have COVID-19: Symptoms may appear 2-14 days after exposure to the virus. People with these symptoms may have COVID-19: Cough Shortness of breath or difficulty breathing Fever Chills Muscle pain Sore throat New loss of taste or smell This list is not all possible symptoms. Other less common symptoms have been reported, including gastrointestinal symptoms like nausea, vomiting, or diarrhea. Please consult your medical provider for any other symptoms that are severe or concerning to you.

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Activity/Hazard ControlA Declared Epidemic/ Pandemic

Discuss work limitations/stop work with your manager.

All employees are required to monitor their health. Each day prior to leaving for work, employees shall ask themselves if they have any of the following COVID-19 related symptoms:• A temperature of 100.4°F or greater• Cough• Shortness of Breath• Fatigue• Muscle Aches• New loss of taste or smell• Sore throat• ChillsIf you have answered YES to any of these symptoms, inform your supervisor, do not report to work and contact your personal physician.

If you are unable to check your temperature prior to leaving for work, inform your supervisor upon arrival.

If you become ill while at work notify your manager.

CHPRC General Hazard Analysis

CHPRC General Hazard Analysis (GHA)Social Distancing, Face Coverings, Health Checks


Presenter

Presentation Notes

PRC-MD-SH-54505, COVID-19 Briefing and Implementation of Social Distancing Guidelines. Includes reference to revised GHA controls and the requirement to use the CHPRC COVID-19 Pre-Job Briefing Checklist Addendum (A-6007-861) when conducting informal and formal pre-job briefings. The intent is to provide ongoing communication of COVID-19 social distancing guidelines. The Addendum will be attached to the work control document(s) when a formal pre-job briefing is conducted. No record copy is generated when used for an informal pre-job briefing. This is in accordance with PRC-PRO-WKM-14047, Pre-Job Briefings and Post-Job Reviews. Periodically wipe down or clean commonly touched surfaces to minimize risk of transference. The intent is for any employee to wipe/clean commonly touched items they may encounter, as they determine appropriate, during the course of their work day. This does not direct employees to perform any disinfecting activities. Projects are working to establish appropriate cleaning stations for their work environments.

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All employees,• Utilize Telecommunications when possible.• Limit face-to-face meetings.• Maintain social distancing guidelines of six feet.• Wear face coverings at all times. Exceptions include:

• Eating and Drinking• Smoking• Underlying Health Conditions (as accommodated by HR)• When other respiratory protection is required• Transition work activities (e.g. donning and doffing area)• Working alone (e.g. in an office or cubicle, vehicle, fabrication tent, in remote

locations)Notes: • Face coverings are available to employees, and are laundered and maintained by the

employee unless the face covering is designed to be disposable• Face coverings must cover the mouth and nose and be appropriate for the work

environment.• Employees ensure that their entire face is visible when entering the Site through security

barricades or if requested by Hanford patrol or law enforcement.




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All employees,

• Frequently wash hands using soap and water for at least 20 seconds.• Alcohol-based rubs containing at least 60% alcohol may also be used.• Follow the manufacturer’s instructions for use of all cleaning and disinfection products (e.g.,

concentration, application, contact time, PPE, etc.)• Minimize the use of ride sharing.

• If ride sharing must be used, maintain maximum distance between occupants and avoid using the recirculated air option for the car’s ventilation during transit; use the car’s vents to bring in fresh outside air and/or lower the vehicle windows.

• Wipe down “high touch” vehicle surfaces frequently using approved disinfectant.• Periodically wipe down or clean commonly touched surfaces to minimize risk of transference.




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Managers,

• Consider engineering controls such as temporary barriers to provide separation between workers when social distancing is not possible to perform the work activity.

• Limit crew size to minimize personnel density.• Plan large scopes of work into smaller discrete activities to minimize number of personnel.• Analyze location of pre-job and adjust to account for social distancing.• Perform fieldwork to limit proximity to other work were practical.• Configure work locations, office spaces, conference rooms and lunch/break rooms to

implement social distancing.• Stagger lunch periods to maintain social distancing.• Adjust work shifts to minimize personnel density.• Perform periodic wellness checks of your employees.




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Face Covering

The Benton-Franklin Health District has issued guidance, encouraging individuals to wear face coverings when they leave their homes.

o A face covering is not intended to protect the wearer, but it may prevent the spread of virus from the wearer to others.

o CDC recommends the same in public settings where social distancing measures are difficult to maintain.

o Currently, medical-grade masks are not recommended due to short supply and the need for health-care workers


https://www.bfhd.wa.gov/news/what_s_new/stay_in_place-maintain_your_space-cover_your_face

https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html

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Face Covering (cont.)

Hanford workers are required to wear face coverings• If wearing face coverings, workers must ensure that their entire

face is visible when entering the Site through secured barricades or if requested by Hanford Patrol or county and state law enforcement officers.

• Personal face coverings shall be presentable and appropriate for the workplace.

• Personal face coverings shall not be worn in contamination control areas (i.e., radiological areas established for contamination control, Beryllium Controlled Areas). Disposable face coverings/masks will be provided for workers entering contamination control areas.


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Face Covering (cont.)

Key Points:• The face covering should fit snugly but comfortably against the side

of the face.• The face coverings should cover the nose and mouth. • Bandanas, fabric masks, neck gaiters, and homemade coverings are

acceptable.• When selecting a face covering to wear, be mindful of continually

touching the covering which could increase risk of putting virus near your mouth and nose.

• They should be routinely washed depending on the frequency of use.• A washing machine should suffice in properly washing a face

covering.• Individuals should be careful not to touch their eyes, nose, and mouth

when removing their face covering and wash hands immediately after removing.


Presenter

Presentation Notes

The face coverings recommended are not surgical masks or N-95 respirators. Those are critical supplies that must continue to be reserved for healthcare workers and other medical first responders, as recommended by current CDC guidance. Should cloth face coverings be washed or otherwise cleaned regularly? How regularly? Yes. They should be routinely washed depending on the frequency of use. How does one safely sterilize/clean a cloth face covering? A washing machine should suffice in properly washing a face covering. Am I responsible to take care of and wash face coverings provided by the Company? Employees are expected to clean and maintain Company issued face coverings if that is what they choose to wear. Disposable face coverings worn in contamination zones will be discarded in the appropriate waste stream.

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Health/Temperature Check

1. Employees shall perform a health check by obtaining their temperature and asking themselves the following questions daily prior to leaving for work. Have you experienced:o a fever (100.4°F/38°C or higher), or a sense of one?o a cough unrelated to another health condition?o shortness of breath unrelated to another health condition?o fatigue?o muscle aches unrelated to another health condition, or caused by a

specific activity (such as physical exercise)?o a new loss of taste or smell?o a sore throat unrelated to another health condition? (CDC Guidance)o chills? (CDC Guidance)


Presenter

Presentation Notes

1. Employees shall perform a health check by obtaining their temperature and asking themselves the following questions daily prior to leaving for work: Have you experienced a fever (100.4°F or higher), or a sense of having a fever? Have you experienced a cough that you cannot attribute to another health condition? Have you experienced shortness of breath that you cannot attribute to another health condition? Have you experienced fatigue? Have you experienced muscle aches that you cannot attribute to another health condition, or that may have been caused by a specific activity (such as physical exercise)? Have you experienced a new loss of taste or smell? Have you experienced a sore throat that you cannot attribute to another health condition? (CDC Guidance) Have you experienced chills? (CDC Guidance) 2. If the health check results in a temperature of 100.4o F or greater or the employee answered YES to any of the questions, the employee shall stay home, notify their supervisor, and shall contact their medical provider. 3. If the employee was unable to take their temperature prior to reporting for work, they need to inform their supervisor, upon reporting to work. a. Supervisor will inform employee of health check location(s) where the employee can access a thermometer to take their temperature. b. If the employee’s temperature is >100.4°F, the employee shall notify their supervisor, who will then direct the employee to report to Occupational Site Medical Provider for further evaluation. 4. Employees should continue to monitor their health, recognizing COVID-19 symptoms, throughout the work shift. If symptoms develop, supervision shall be notified. 5. Supervision/Management will perform periodic wellness checks of their employees throughout the day. If symptoms are observed, employees will be sent to the Occupational Site Medical Provider.

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2. If the health check results in a temperatureof 100.4oF/38oC or greaterORthe employee answered YES to any of the questions THENthe employee shall stay home, notify their supervisor, and shall contact their medical provider.


Presenter

Presentation Notes

2. If the health check results in a temperature of 100.4o F or greater or the employee answered YES to any of the questions, the employee shall stay home, notify their supervisor, and shall contact their medical provider.

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3. If the employee was unable to take their temperature prior to reporting for work, they need to inform their supervisor upon reporting to work.o Supervisor will inform employee of health check

location(s) where the employee can access a thermometer to take their temperature.

o If the employee’s temperature is >100.4°F/38C°, the employee shall notify their supervisor, who will then direct the employee to report to Occupational Site Medical Provider (HPMC) for further evaluation.


Presenter

Presentation Notes

If the employee was unable to take their temperature prior to reporting for work, they need to inform their supervisor, upon reporting to work. a. Supervisor will inform employee of health check location(s) where the employee can access a thermometer to take their temperature. b. If the employee’s temperature is >100.4°F, the employee shall notify their supervisor, who will then direct the employee to report to Occupational Site Medical Provider for further evaluation.

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4. Employees should continue to monitor their health, recognizing COVID-19 symptoms, throughout the work shift. If symptoms develop, supervision shall be notified.

5. Supervision/Management will perform periodic wellness checks of their employees throughout the day. If symptoms are observed, employees will be sent to the Occupational Site Medical Provider (HPMC).


Presenter

Presentation Notes

4. Employees should continue to monitor their health, recognizing COVID-19 symptoms, throughout the work shift. If symptoms develop, supervision shall be notified. 5. Supervision/Management will perform periodic wellness checks of their employees throughout the day. If symptoms are observed, employees will be sent to the Occupational Site Medical Provider.

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Temperature Check

iHealth PT3 Infrared No-Touch Forehead ThermometerHow to use:• Disinfect, preferably with a disinfecting wipe prior to handling• Aim probe at the center of the forehead, maintaining a separation

distance of ~1 inch between the forehead and the probe• Gently press the measurement button• Read display after the thermometer vibrates

o If temperature reads 100.4ºF or greater, notify supervisoro If a temperature reading is not obtained, the device will not

vibrate and will display “- - - ºF”• Repeat the measurement

o If issue continues, notify supervisor• Disinfect when complete


Presenter

Presentation Notes

Thermometer user instructions, specific to make/model, will be posted at each health/temperature check location. Additionally, the COVID-19 signs/symptoms will be posted at these locations.

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Designated COVID-19 Coordinators

• Project & Functional Organization Vice Presidents shall designate COVID-19 Coordinators for their respective organizations.

• The role of a COVID-19 Coordinator is to:o ensure COVID-19 specific controls are implemented by

providing general oversight and coaching to their respective organizations.

o perform periodic wellness checks of employees in their organization.

• Designated COVID-19 Coordinators shall be knowledgeable of CHPRC implemented COVID-19 requirements.


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Emergency Response

COVID-19 impacts/considerations for Evacuations and Take Cover:• Building Evacuations: Immediate life safety concerns take precedence

over COVID-19 protocols during the timely evacuation of a building due to an emergency. For the safe accountability of building personnel, dedicated staging areas shall be used to assemble personnel. COVID-19 protocols should be utilized if practical, without placing personnel closer to the evacuated building or to another hazardous area. The priority during an evacuation is placing personnel in a safe location for accountability and then adhering to site COVID-19 protocols.

• Take Cover: Immediate life safety concerns take precedence over COVID-19 protocols resulting from an event where a “Take Cover” is directed due to a confirmed or possible radiological or chemical release. COVID-19 protocols should be utilized during a “Take Cover” if practical, and does not place personnel in an additional hazardous area. The priority during a “Take Cover” is placing personnel in a safe location and then adhering to site COVID-19 protocols.


Notification ProcessDisinfection Protocol

Contact Tracing

Course #6C1900

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Action Level for Managers/EOCNotification is solely reliant on the employee for any COVID-19 potential sickness. Local doctors and the Health Department will not notify employers unless they require support for actions after a positive test.

Action Level by manager/supervisor1. Employee calls in sick and is staying home

– No further action is taken

2. Employee has seen a medical provider and has been directed to stay at home but does not require COVID-19 test or test is scheduled in the future– No further action is taken

3. Employee has seen a medical provider and has been directed to stay at home and a COVID-19 test is administered– Supervisor/Manager collects information on checklist and notifies the Emergency Operations Center

(EOC) in accordance with Management Directives

– Upon the EOC notification response is initiated in accordance with HNF-IP-0858, Public Health/Hanford Notifications-COVID-19

4. The initial communication from an employee is that they have tested presumptive or confirmed positive for COVID-19 – Same actions as 3 above


Presenter

Presentation Notes

Notification process is driven by, PRC-MD-SH-54500, COVID-19 Notification Response.

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Initial Actions

• Notifications are made like weather impacted events including• Hanford app • Employee advisory web page• Hanford hotline• 530 AM radio message and stationary signs

• Building owner is notified to implement enhanced cleaning protocols • Employees located at any primary impacted facility will be notified to vacate and access to

that area will be restricted. Employees will be asked to self-monitor for signs and symptoms. Employees should secure any OUO materials and take only essential items.

• Employees will be notified of an alternative work location

In accordance with CDC guidance, if the employee has not been present in the work location with in the last 10 days, no facility isolation or enhanced cleaning protocols are required.If the employee has been present in their work location within the last 10 days, the EOC will implement protective action to restrict access to the primary facility of the employee.


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Supervisor/Manager collects information per COVID-19 Information Checklist

Supervisor/Manager makes notifications to the Hanford Emergency Operations Center (EOC) and sends the COVID-19 Information Checklist

Appropriate Vice President and ESH&Q Vice President

EOC makes notifications to the following

•Emergency Duty Officer•MSA COOP Coordinator•RL/ORP EP Program Manager•RL and ORP Managers•Site Emergency Director•Hanford Fire Department Chief•Hanford Patrol Chief•HPMC On-Call Representative•DOE Communications•Contractor Single Points-of Contact

•Hanford Webpage•Hanford Mobile App•Hanford Hotline•530 AM Radio Broadcast

Supervisor/Manager receives notice from employee (or subcontractor) they have been directed by a medical provider to self-quarantine and have been tested for Novel Coronavirus (COVID-19) and are awaiting results, or have received a positive test

CENTRALSHIFT

OFFICE

EOC Contacts the Building Owner and directs access-restriction posting and implementation of enhanced cleaning protocols

Janitors initiate disinfecting protocol and notifiy EOC when complete

Chief Operations Officer

EOC instructs janitors to remove signage and makes appropriate notifications

Notification Process FlowCourse #6C1900, Rev 1

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Cleaning Protocol

• Cleaning and disinfecting guidance for the affected areas has been established

• CDC guidelines for “Cleaning and Disinfection After Persons Suspected/Confirmed to Have COVID-19 Have Been in the Facility”.

• Consultation with Benton Franklin Health Department (BFHD)

• Cleaning protocol for primary affected areas

• Wait 24 hours after the ill individual was in the facility, if 24 hours is not feasible, wait as long as possible.

• Clean and disinfect all primary facility areas (e.g., office, bathroom, and common areas) used by the individual, focusing especially on frequently touched surfaces.

• Cleaning agents defined per BFHD/CDC guidance

• Re-Entry

• Normal access to offices and facilities can be restored immediately after completion of the cleaning and disinfection process.

• In other areas where ill persons have visited or used, continue routine cleaning and disinfection as in the guidance


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Actions For Test Results

• If an employees’ COVID-19 test result comes back negative, no additional actions are required

• If an employees’ test is positive for COVID-19 then:

• Inform appropriate employees of the confirmed potential exposure per health department guidance

• Appropriate employees would be informed to self monitor and take appropriate actions if symptoms developed

• No further cleaning or disinfecting would be required if the employee had notified management of self-quarantine and initial test

• If this is the first notification of a positive test by the employee, then cleaning and disinfection protocol actions would be implemented


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Contact Tracing

If an employees’ COVID-19 test result is positive, the Benton-Franklin Health District has the responsibility, authority, and accountability for determining further actions, which may include contact tracing and identification of additional individuals that would require self-quarantining and/or COVID-19 testing. (See BFHD chart below)


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Management Commitment

The Department of Energy and Hanford Site Contractors are taking aggressive action to immediately implement recommended guidelines –just a few of which include:• Increased janitorial staffing

• Expanded scope and frequency of routine environmental cleaning and disinfecting activities

• Implemented teleworking process for all eligible site personnel

• Incorporating social distancing practices when feasible

• Establishing employee notification protocol and protective actions

• Increased site and employee communications

We are committed to continue working closely with our health agencies and our workforce to identify and implement additional recommended guidelines and practices that promote a safe workplace.


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Charging Guidance

***For any questions regarding time charging practices, please contact your HR/LR rep or the CHPRC Website***

Employees Returning to the Site• Only employees directed by their manager should report to the worksite in person.

These employees will use attendance code RW, and return to normal time recording processes.

Employees Who have NOT Been Called Back to the Worksite• Only employees who have not been called back to the worksite and are not able to

telework will use the temporary attendance code, COV.

• All employees utilizing the COV attendance code must be in a mobile-ready state (physically and mentally) to return to work within a reasonable amount of time, when requested, (approximately one hour for commute time) to remain eligible for COV time.

• If an employee is not yet called back to the worksite, is authorized to telework, and has meaningful work to complete associated with the Hanford mission, they should continue to do so. These employees will use the attendance code TRW for time teleworking. Please refer to PRC-MD-HR-54502 (Temporary Alternative Work Locations) for telework requirements.


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Charging Guidance (cont.)

All Employees• Whether you report to the worksite or are authorized to telework for only a partial

day to complete your task/assignment, the time worked should be recorded using the attendance codes RW or TRW. The remainder of your regular shift, excluding any personal absences, should be recorded as COV.

• If you are unavailable to report to work on your regular shift, or perform your assignment (if authorized to telework) when requested, you should charge to the appropriate absence code (i.e., PTB, PTX, CTP, etc.) and should not charge to COV.

• In no case should COV time be used as a substitute for PTB or any other planned absence. Employees that would otherwise not be at work should charge to the appropriate absence code (i.e., PTB) and should not charge to COV.

• If your absences require a formal return to work process, please refer to PRC-PRO-HR-693, Return to Work after Personal Medical-Related Condition or Absence, and PRC-MD-HR-54514, Temporary Change to Return to Work Process,for return to work instructions.


http://pps.chprc.rl.gov/procedure.cfm/PRC-PRO-HR-693

http://pps.chprc.rl.gov/procedure.cfm/PRC-MD-HR-54514

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Charging Guidance (cont.)

Exempt Employees• Comp time worked (CWP) hours should offset any COV hours in the same

workday.

• If CWP recorded during same week in which COV is recorded, employee should include reason in comment section as to why work could not be completed during the work week or deferred to following week. (Example: Not set up to telework until midweek and then required to work weekend to support DOE deliverable, or called in on Friday to support unplanned site activity.)

Subcontract or staff augmented personnel• Subcontract or staff augmented employees who are authorized to telework or not

subject to partial stop work may continue to perform work assigned and charge via standard authorized processes. For remaining staff augmentation, managed task, construction or ICWEA support work time without a specific task assignment, subcontractor personnel should follow charging and reimbursement instructions from their employer as provided by CHPRC Supply Chain.


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Other Guidance

Additional Guidance• During normal working hours, individual are required to be “fit for duty” and available for job

assignments within your normal commute time (approximately one hour.) Note: If you are not available, have a personal illness or are out of town, you should use the normal absence code.

• Individuals who are authorized to telework should maximize this tool to support ongoing work activities and prepare advanced work products to support the eventual return to operations.

• Timecards for those who do not have access to telework, including bargaining unit employees, will be auto-populated with the COV attendance code so that payroll can be processed. These individuals will be required to concur with their timecards when they return to work.

Payroll• Those who currently receive direct deposit will have their payroll processed as normal.

• Those who normally pick up a hard copy payroll check will not be able to do so during a site closure. Payroll will be contacting these employees directly to work with them on setting up direct deposit. Otherwise, hard copy checks will be mailed to the home address listed in the employee record. Employees can contact ^Paymaster or (509) 376-6768 with any questions.


mailto:[email protected]

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CHPRC Phased ApproachCourse #6C1900, Rev 1

Presenter

Presentation Notes

CHPRC will return to work in a phased approach. Following a planning phase, work will resume in four phases, each requiring a more robust set of PPE. This conserves PPE already on Site and allows the supply chain to recover. The phased approach supports continued use of teleworking, which supports social distancing and allows the unoccupied offices to be repurposed to meeting rooms for field personnel.

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