Safely Returning Employees to the Workplace Plan

Continuity guidance for safely returning MDHHS employees to the workplace during COVID-19

November 5, 2020

MICHIGAN DEPARTMENT OF

HEALTH AND HUMAN SERVICES

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MESSAGE FROM DIRECTOR GORDON Thank you for your extraordinary public service during this time.

As we begin down the path of returning to our offices, this MDHHS Return to Workplace

Guide shares steps that MDHHS is taking to ensure your safety and the safety of those we

serve. Much of this guide is geared to staff who supervise others or are directly involved in

setting up and maintaining our shared spaces. This guide contains materials on good

safety practices that will hold interest for everyone. We will also share other, briefer

materials for all employees.

This guide is based on the guidance provided by the Centers for Disease Control and

Prevention (CDC), Department of Health and Human Services pursuant to the Occupational

Safety and Health Act (OSHA), and the World Health Organization (WHO).

THE MDHHS RETURN TO WORKPLACE GUIDE COVERS SUCH TOPICS AS:

• Cleaning and disinfecting of workstations.

• Cleaning and disinfecting of common areas and lobbies.

• Guidelines supporting methods for and increased frequency of hand washing.

• Placement strategy for hand sanitizer stations.

• Guidelines for temperature scanning prior to entering facilities.

• Guidelines and recommendations for social distancing inside and outside of workstations.

• Guidelines for appropriate use and application of Personal Protective Equipment.

• Daily and continued cleaning of MDHHS facilities.

During this challenging time, I encourage you to continue your efforts to control the spread of

COVID-19 through wearing a mask, washing your hands, and social distancing. I am inspired

by your dedication and grateful for your service. Please take care of yourselves and your

families. We will get through this together.

Take care,

Robert Gordon, Director

Michigan Department of Health and Human Services

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MDHHS RETURN TO WORKPLACE GUIDE CRITERIA

MDHHS Return to Workplace Guide (RTW)

This guide is intended to provide guidance to the MDHHS employees, including leadership,

managers, staff, and human resources to implement modifications to building operations

and workplace practices that comply with CDC guidance designed to limit the transmission

of COVID-19. One highly effective measure for limiting spread of COVID-19 is continuing to

promote and implement telecommuting for all staff that do not need to be in an office

building, until the state has reached Phase Six of the MI Safe Start Plan. It is intended to be

used by MDHHS office facilities.

The RTW Guide:

• Is coordinated with the Office of the State Employer for State of Michigan

employees.

• Is a phased approach to re-engage and recover, with flexibility to allow for tailored

implementation.

• Is risk-based, using data analysis/modeling to determine when to begin and how to

progress to mitigate accumulated risk of infection or re-infection on site.

• Is consistent with CDC guidance, MDHHS Epidemic Orders, Michigan Occupational

Health and Safety Administration (MIOSHA) Emergency Rules, Governor’s Executive

Directives, and other health and safety guidance and aligns with State and local

government orders.

• Is used to identify the post-peak pandemic response measures.

• This plan is readily available at the Return To Workplace Intranet Site or available upon

request.

Agency Safe Start Teams (including the State Department Safety Coordinator) will

coordinate the development and implementation of the MDHHS Return to Workplace Plans

and will coordinate across the department. Team Members include:

• Bureau of Organizational Services Director and Team Members

• Public Health Subject Matter Expert

• Workforce Engagement & Transformation Manager and Team Members

The Return to Workplace Point of Contact Workgroup includes representation from each

Administration to communicate and guide employees.

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RTW Guide Assumptions

The following assumptions were used in preparing the RTW Guide:

• The safety of MDHHS employees and the Michiganders

they serve is the highest priority.

• State and federal public health and other guidance

and decrees will dictate the pace and scope of returning employees to the workplace.

MDHHS must comply with applicable Governor’s Executive Orders, MDHHS Public

Health Orders, Local Public Health Orders, CDC guidance, MIOSHA guidance, and

other appropriate directives.

• Employees may become ill with COVID-19 after they return to the workplace.

• Returning employees to the workplace will be incremental.

• All efforts must be flexible and have the ability to stop and return to required telework

or other service provision methods, as necessary.

• MDHHS has services and employee traffic patterns based on facility layout. Social

distancing measures must be implemented in areas like elevators, meeting rooms, and

other common spaces.

• MDHHS leadership will identify and prioritize return to the workplace on an operation

by operation basis.

• Employee morale will be considered in the successful return of MDHHS employees to

the workplace.

• There may be expenses to modify the workplace to provide a safe work environment.

• Decisions about which employees are returning to the workplace and which

employees are continuing to work at home must be made based on business

reasons.

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Phased Restart

Individual plans should consider and remain compliant with the Governor’s six phases and

be adjusted accordingly through each stage. The phases of response can be found in the

Michigan Safe Start Plan.

The SIX PHASES of the pandemic include:

• UNCONTROLLED GROWTH: The increasing number of new cases every day,

overwhelming our health systems. (e.g. Offices: Closed to all non-critical workers;

telework required where feasible)

• PERSISTENT SPREAD: We continue to see high case levels with concern about

health system capacity. (e.g. Offices: Closed to all non-critical workers; telework

required where feasible)

• FLATTENING: The epidemic is no longer increasing, and the health-system's capacity

is sufficient for current needs. (e.g. Offices: Closed to all non-critical workers; telework

required where feasible)

• IMPROVING: Cases, hospitalizations and deaths are clearly declining. (e.g. Offices:

Open with strict safety measures (telework still required where feasible))

• CONTAINING: Continued case and death rate improvements, with outbreaks quickly

contained. (e.g. Offices: Open with strict safety measures (telework still encouraged

where feasible))

• POST-PANDEMIC: Community spread not expected to return.

Assessing Risk and Implementing Controls

Worker risk of occupational exposure to SARS-CoV-2, the virus that causes COVID-19,

during an outbreak may depend in part on the industry type and need for contact within 6

feet of people known to have, or suspected of having, COVID-19. OSHA has divided job

tasks into four risk exposure levels, as shown below. Most American workers will likely

fall in the lower exposure risk (caution) or medium exposure risk levels. Each MDHHS

Administration will have their own Exposure Control Plans and can rank their

organizational structure (Bureau and Division) by risk level more specifically.

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MDHHS Organizational Structure

FOUR RESPIRATORY EXPOSURE RISK LEVELS

LOWER EXPOSURE

RISK

MEDIUM EXPOSURE

RISK

HIGH EXPOSURE

RISK

VERY HIGH EXPOSURE

RISK Very High Exposure Risk: Jobs with exposure to known sources during specific medical, postmortem, or laboratory procedures.

High Exposure Risk: Jobs with high potential for exposure to known or suspected sources, including healthcare delivery and support staff, medical transport.

Medium Exposure Risk: Jobs that require frequent and/or close contact with people who may be infected but are not known or suspected patients. In areas with ongoing community transmission this includes workers with frequent contact with the general public.

Lower Exposure Risk: Jobs that do not require contact with people known to be, or suspected of being, infected nor frequent close contact with the general public.

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All MDHHS Administrations will adhere to standard exposure controls (e.g., daily health screening,

handwashing, social distancing, masks, barriers, facility reconfigurations, cleaning and sanitizing,

signage and arrows on flooring, and staggering shifts/breaks) outlined within this guide. Refer to site

specific exposure control plans for more detail. These plans are available through your Administration

Point of Contact or by emailing TransformMDHHS@michigan.gov.

MDHHS Administration

Positions/job/task

Risk Level/Qualifying Factors

Aging & Adult Services Agency 1. Office setting 2. Customer facing

1. Lower risk – no public contact 2. Medium risk – public contact

Behavioral Health & Developmental Disabilities Administration

NA Remote working

Bureau of Organizational Services 1. Office setting 2. Facility assistance 3. Mail, warehouse

1. Lower risk – no public contact 2. Medium risk – public contact 3. Medium risk – public contact

Children’s Services Agency 1. Office setting 2. Customer facing 3. Investigations, home

visits

1. Lower risk – no public contact 2. Medium risk – public contact 3. Medium risk – public contact

Community & Faith Engagement NA Remote working

Economic Stability Administration 1. Office setting 2. Customer facing

1. Lower risk – no public contact 2. Medium risk – public contact

Executive Office NA Remote working

External Affairs & Communications NA Remote working

Financial Operations Administration 1. Office setting 2. Auditors, site visits

1. Lower risk – no public contact 2. Medium risk – public contact

Legal Affairs Administration 1. Office setting 1. Lower risk – no public contact

Legislative, Appropriations & Constituent Services

NA Remote working

Medical Services Administration NA Remote working

Office of Inspector General 1. Office setting 2. Investigations

1. Lower risk – no public contact 2. Medium risk – public contact

Office of Recipient Rights 1. Office setting 2. Investigations

1. Lower risk – no public contact 2. Medium risk – public contact

Policy & Planning NA Remote working

Public Health Administration 1. Office setting 2. Lead testing 3. Customer facing 4. Field 5. State Laboratory

1. Lower risk – no public contact 2. Medium risk – public contact 3. Medium risk – public contact 4. Medium risk – public contact 5. Very high risk – lab testing

State Hospital Administration 1. Office setting 2. Direct patient care 3. Direct patient care

(quarantine/isolation unit)

1. Lower risk – no public contact 2. Medium risk – patient contact 3. Very high risk – contact with

patients with known or suspected exposure to COVID-19

Strategic Integration Administration NA Remote working

Workforce Engagement & Transformation

NA Remote Working

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MDHHS FACILITIES RETURN TO WORKPLACE

Return to Workplace Facility Checklist

The Return to Workplace Facility Checklist focuses on having actions in place to help

stop the spread of COVID-19 and keep everyone healthy. The checklist identifies two

main areas: Prior to Return to Work and When Back at Work. The main categories within

each area include: Cleaning, Communications, People and Social Distancing

Each facility is required to fully complete the Return to Workplace Facility Checklist

prior to workforce returning to the workplace to ensure facility readiness.

Return to Workplace Facility Checklist

Signage

Printing Guidelines

Option 1: Poster Size

• Poster Size: 11” x 17” / 28 cm x 43 cm

• Orientation: Portrait (vertical) •

• Material: Foam Core

Option 2: Letter Size

• Poster Size: 8.5” x 11” / A4

• Orientation: Portrait (vertical)

• Material: Regular Paper

Signage Resources

• CDC: Signage and printer friendly versions of their guidelines online

• State of Michigan: COVID-19 Signage

• State of Michigan: Workplace Safety Guidance

• State of Michigan: DTMB Signage

NOTE: Some links may require user to be signed onto the State of Michigan Network.

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Sign Examples

Cleansing / Disinfection Measures

The facility should be cleaned and disinfected prior to anyone returning to the workplace.

Cleaning contractors should use EPA-approved disinfectants against COVID-19, and read

the disinfectant label. Signage should be used to identify areas that have been cleaned and

disinfected. Proper ventilation during and after cleaning should be maintained to remove

aerosolized and volatile sanitation chemicals from indoor air. Additional information can be

found in the following document(s):

CDC and DTMB State Facilities Administration Cleaning Guidelines

Upon notification of a positive COVID-19 case within a DTMB State Facilities Administration

(SFA) maintained facility, recommended increased ventilation, cleaning and disinfecting steps

will be taken based on the information provided by the Center for Disease Control (CDC)

found at Cleaning and Disinfecting for Community Facilities.

Current CDC recommendations state that the impacted area be closed off, thoroughly

ventilated with outdoor air if at all possible, and secured for as long as practical or up to 24

hours before conducting cleaning/disinfecting to minimize exposure. DTMB-SFA will work

closely with all agency contacts to determine a schedule for this cleaning/disinfecting that

best supports the continuity of operations while ensuring the health and safety of those

involved.

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DTMB-SFA has established a protocol for requesting cleaning/disinfecting services from

specialized vendors/contractors that follows the recommendations from the CDC. These

requests will be made by DTMB-SFA based on confirmation of a positive test result in a

facility as communicated by the Office of Human Resources (OHR).

DTMB-SFA maintains a current list of vendors/contractors that can provide

cleaning/disinfecting services as required.

Deep Cleanings When Employees Test Positive for COVID-19

Per OSE, all COVID-19 positive employees that enter a building need to be communicated to

Human Resources. Human Resources can assist with determining the area that needs to be

cleaned. In most cases, you do not need to shut down your facility. If it has been less than 7

days since the sick employee has been in the facility, close off any areas used for prolonged

periods of time by the sick person:

• Wait 24 hours before cleaning and disinfecting to minimize potential for other

employees being exposed to respiratory droplets. If waiting 24 hours is not feasible,

wait as long as possible.

• During this waiting period, open outside doors and windows to increase air circulation

in these areas.

If it has been more than 7 days since the sick employee used the facility, additional cleaning

and disinfection is not necessary. Continue routinely cleaning and disinfecting all high-touch

surfaces in the facility. Report the incident to the OHR Manager and contact the Bureau of

Organizational Services for guidance.

Next, identify all potentially contaminated areas to be cleaned in accordance with the CDC Guidelines.

If your current janitorial staff cannot perform these functions per the CDC

recommendations, below is a list of preapproved contractors available 24 hours

recommended by DTMB:

• Jarvis Property Restoration: (734) 418-9070

• Signal Restoration Services: (800) 533-9898

• Servpro: (833) 564-7809

In the event these contractors are not available to complete the cleaning, alternative

companies are acceptable if they are able to perform the service following the CDC

guidelines.

When a contractor has been selected and scheduled for cleaning please notify your Bureau

of Organizational Services property contact person with their contact information and date of

the cleaning.

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If cleaning services are the responsibility of the MDHHS local office, please check with

your budget liaison for coding information. The approved Sigma coding template for

CSS&M COVID is 491COVID021. Procurement Card instructions are included regarding

COVID-19 purchases.

Maximize Fresh Air Protocol

Follow the appropriate CDC and manufacturer guidelines:

• Verify HVAC units are operating, visibly clean and no biological growth is in the air

stream.

• Verify any air filters are clean and not inhibiting flow.

• Verify return air fan exhaust and air fan are operational to support economizer mode of

HVAC system as required.

• Establish natural ventilation, when available, for facilities that have operational

windows and outdoor temperatures allow.

The objective is to ensure that fresh outdoor air is being provided to the facility spaces being

occupied by employees. Each facility utilizes heating, ventilating and air conditioning units to

supply outside air into the facility to maintain indoor air quality and maintain a positive

pressure in the facility compared to the outside. Additional information can be found in the

following document(s):

CDC: Environmental Infection and Control Guidelines for Air Handling

• Employees will wipe down work areas thoroughly at the beginning and end of each shift

using the provided cleaning wipes. Areas to be cleaned include keyboards, counter tops,

computer mice, laminated protocol reference sheets, door handles, restroom handles and

critical surfaces, chair arm rests and any other relevant surfaces that may have been

exposed to the operator’s germs.

Additional Cleaning Resources

• CDC: Cleaning and Disinfection for Community Facilities

• CDC: Cleaning vehicles from the CDC

• CDC: Cleaning and Disinfecting Your Home

• EPA: Disinfectants to use against SARS and COVID-19

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Hand Sanitizer Location Protocol

The CDC states that cleaning hands at key times with soap and water or using hand sanitizer

are the most important steps people can take to avoid getting sick and spreading germs to

those around them. Facilities should evaluate their layout and establish hand sanitizer

stations in areas where individuals may not have immediate access to restrooms, break

rooms or areas with sinks where soap and water are available.

Fire Safety and Alcohol-Based Hand Sanitizer (ABHS)

Please see the following information from the CDC regarding safety guidelines to safely

utilize hand sanitizer in MDHHS facilities. Hand hygiene and fire safety in facilities is

important to understand.

• Apply the gel product to the palm of one hand (read the label to learn the correct amount).

• Rub your hands together.

• Rub the gel over all the surfaces of your hands and fingers until your hands are dry. This should take around 20 seconds.

CDC: Handwashing Signage

Indoor Mandatory Locations to Establish Hand Sanitizer Stations

• Administration building main entrance / lobby

• Employee entrances

• Separated buildings main entrance (warehouses, labs, etc.)

• Main stairways / elevators with high people usage

• Enclosed break rooms / Bureau of Services for Blind Persons stores

Optional Locations without a Sink to Establish Hand Sanitizer Stations

• Official outdoor break area exits

• Lactation rooms

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Employee Daily Health Screening Process

The following screening process complies with MDHHS COVID-19 Emergency Orders on daily

health screening for employees and contractors (hereafter referred to as employees) entering their

workplace that is outside their home. Upon an employee’s return to their workplace, they will be

required to participate in daily health screenings. These health screenings are typically comprised

of COVID-related questions about symptoms, testing positive, and submitting to a temperature

reading. Employees exhibiting signs of illness or having a fever of 100.4 or above will not be

permitted into the building or to work in the field. Health screenings can occur through one or more

ways (e.g., completion of a questionnaire; attest they are fever and symptom-free each time they

login to their state-issued electronic devices (e.g., computers, notebooks, tablets, cell phones, etc.)

or swipe their employee identification badge/access card to enter restricted areas (e.g., parking lot,

buildings, rooms, locked storage areas, etc.); or some other alternative method (e.g., MI Symptoms

App, etc.). All alternative health surveillance methods and processes MUST be approved by OSE

prior to implementation.

The daily health screening applies to all MDHHS Administrations and their employees entering the

building or working in the field. Refer to site specific exposure control plans for more detail. These

plans are available through your Administration Point of Contact or by emailing

TransformMDHHS@michigan.gov.

This health screening process does not replace the judgement of healthcare professionals or

any clinical assessment. For severe symptoms, the employee, as always, will need to self-

determine when they need to contact their medical provider for the purpose of addressing

their health condition. This document is not medical advice, nor a tool for an employee to

determine when they should see a medical provider for the purpose of their own healthcare

and wellbeing.

Current MDHHS Health Screening Process

Step 1: Daily, before entering their workplace outside

their home, each employee completes self-implemented

attestation to a set of health screening questions.

Step 2: The employee documents their attestation with

their direct supervisor in the Health Screening Log. The

employee can maintain the log directly, at their

supervisor’s direction.

Step 3: During the day, while the employee is at their

workplace outside their home, if the employee begins to

feel symptoms, they should take the normal actions of

letting their supervisor know that they are feeling ill and

are leaving their workplace and returning home.

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Completing Step 1:

The employee has two options to complete Step 1. The employee can either use the MI

Symptoms Application from their personal phone, or they can use the Health Screening

Questions Template (also in Appendix D). Using the MI Symptoms App is a way to make a

beneficial public health contribution to the efforts of tracking COVID-19 spread. (Note: the

application works best on the CHROME platform.)

An employee who does not pass a daily health screening must stay home and contact their

immediate supervisor if they have a fever, cough, or other symptoms, or believe they might

have COVID-19. Those symptoms are listed in the health screening questions in Appendix D.

If an employee has re-occurring symptoms that are known to not be caused by COVID-19,

they can contact MDHHS Human Resources to discuss their personal situation and proper

arrangements can be made.

The MI Symptom App FAQ describes the application:

MI Symptoms is a symptom survey to be taken daily by Michigan residents, for early

detection of COVID-like illnesses by Michigan public health professionals. This

symptom survey may also help us better understand what influences the spread of the

virus. The survey will inform you if your symptoms are similar to COVID-19 and

provides a method for Michiganders, including workers, to check their daily wellness

during the pandemic.

The MI Symptoms application provides this notice:

The information you entered through this app can be shared with the Michigan

Department of Health and Human Services and local health officials. If you have COVID-

19 like symptoms, you may be contacted by a public health professional about your

health situation or about programs that could help you find testing or services.

This system does not replace the judgment of healthcare professionals or the

performance of any clinical assessment. If you are experiencing a life-threatening

emergency, please call 911 immediately.

Information on your symptoms will be used in an anonymous way on a map, so that you

and other people can see changes in the rate of symptoms in their area. The

information collected may also be valuable for pandemic research. I acknowledge that I

may be contacted to contribute my data to research.

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The MI Symptoms App provides the employee a visual, time-stamped determination each

time they complete the questions. Green indicates passing the screening and orange

indicates failing the screening. The application provides an objective and documented

determination of the employee’s reported screening.

MI Symptom App determinations where green indicates

passing the daily health screening and orange indicates

that you failed the daily health screening.

The second option is a list of questions on the Health Screening Questions Template. The

employee will need to self-implement and evaluate their results. The employee will need to

read each question and determine if they pass each question, as described in the template.

The employee does not document on the questionnaire, or in any way, the answers to the

questions.

Completing Step 2:

Daily, after the employee has completed Step 1, then they will track if they “pass” or “fail” the

daily health screening in the Health Screening Log that is operated at the direction of their

direct supervisor. At no time, should the employee or supervisor document any specific

symptoms in the log.

Completing Steps 3 & 4:

Once in the workplace outside their home, it is reasonable to follow standard practice of

employees communicating their daily work status to their direct supervisor as part of this

process. The Health Screening Log is a template for the director supervisor to have

employees log their daily attestation to completing the required screening. The supervisor will

direct the employee to log in the comment box if they leave the workplace early due to not

feeling well. At no time, should the employee or supervisor list any symptoms.

Supervisor Guidance

The following is to describe steps to be taken by a supervisor at the direction of the

Department’s Human Resources Director. If a State of Michigan employee or contractor is

identified by the daily health screening as potentially having COVID-19, then the employee or

contractor should not report to their designated workplace (e.g. office building, field), but

instead contact their supervisor to determine next steps.

The employee who fails the daily health screening should be encouraged to either work from

home that day, if feasible, or take appropriate leave time for that day. If an employee

develops a pattern of failing the daily health screening, then the supervisor should contact

Human Resources for case-specific guidance.

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Employees that are already at their workplace and then become ill should notify their direct

supervisor and leave the workplace if they are able to travel home, or isolate in the

Department designated location until arrangements can be made for their safe-transport to

an appropriate destination. The Department should have pre-established procedures for the

safe transport of a sick employee to their home or to a healthcare provider.

Employees that are either told (i.e., Local Public Health contacts employee or Human

Resources contacts employee) or self-identify as being in close contact (e.g. a household

member has been diagnosed with COVID-19, or the employee was within 6 feet for a total of

15 minutes or longer of a COVID-19 diagnosed individual) with a person who has a

confirmed diagnosis of COVID-19, that employee should be told by their supervisor to:

1. Stay home until 14 days after last exposure and maintain social distance (at least 6

feet from others at all times.

2. Contact the MDHHS Human Resources as soon as possible for next steps.

3. Self-monitor for symptoms.

4. Check temperature twice a day.

5. Watch for fever, cough, or shortness of breath.

6. Avoid contact with people at higher risk for severe illness (unless they live in the same

home and had same exposure).

7. Follow CDC guidance if symptoms develop.

Employees that have been directed by their local health department to self-isolate and

monitor for symptoms must comply with local health department directives and can return to

work after the local health department lifts their isolation order. The employee is responsible

to notify their supervisor and work with Human Resources to determine next steps for their

proper return to work. The Department’s Human Resources Director may require

demonstration of documentation.

Employees who believe they have COVID-19 or have been medically diagnosed with

COVID-19 must stay home and as soon as practicable contact Human Resources when the

following symptom-based three statements are completed and true:

1. The employee has gone at least 1 day (24 hours) with a normal temperature without

the use of fever-reducing medications; and,

2. Their COVID-19 symptoms are improving (e.g., cough, shortness of breath); and,

3. At least 10 days have passed since their symptoms first appeared or since they were

administered a COVID-19 test that yielded the positive result, if applicable.

Most people do not require testing to return to work; however, if your healthcare provider

recommends testing, they will let you know when you can resume being around others based

on your test results. Note that these recommendations do not apply to persons with severe

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COVID-19 or with severely weakened immune systems (immunocompromised). These

persons might need to stay home longer than 10 days and up to 20 days after symptoms first

appeared and may require testing to determine when they can be around others. Refer to the

CDC Criteria for Return to Work for more information. Critical infrastructure workers should

refer to CDC critical infrastructure guidance and work through their supervisor.

Upon completion of the symptom-based procedure and upon following directions of Human

Resources, they can return to the workplace, including continue completing the daily health

screening. MDHHS does not recommend the employee be required to have documentation

from their medical provider to return to work for the symptom-based process, as many

COVID-19 infections will resolve without medical attention.

Visitor Daily Entry Self-Screening Protocol All non-essential visitors are prohibited from entering the building at this time. This process is under development by the Office of the State Employer.

Implement Social Distancing Actions

The primary tool for social distance is continuing to implement telework for employees, where

feasible, as this will keep the number of employees in a building to a minimum. Each facility

should evaluate employee workstations and identify areas where less than six feet of

separation exists. Efforts should be made to modify employee workstations where less than

six feet of separation between employees exists.

• Rebalance work content where possible to create six feet of separation.

• Implement barriers / shields where possible.

• Continue telework for everyone, where possible.

Discuss and identify alternate solutions, investigated on a facility-by-facility basis, if less than

six feet of separation will remain once employees report to the workplace. A survey

conducted on May 15, 2020, by the Bureau of Organizational Services with the Economic

Stabilities Administration County Directors recommends lobby and kiosk changes to improve

the safety of staff who interact with the public. The following changes were noted to help

support social distancing:

Lobby and Kiosk Area Changes

• Shields in lobbies.

• Partitions between lobby work surfaces.

• Changes to Kiosk areas.

• Spacing markers on floors.

• New informational or directional signage.

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Preventative Material Inventory

Disinfectant Supplies

• Confirm facility has an adequate supply of soap, disinfection spray, hand sanitizer,

paper towels and tissue.

• Confirm that facility and janitorial supplier has supply and backup of concentrated

bleach and hand sanitizer.

Equipment

• Confirm stock of face masks, face shields (where applicable), gloves and on-order

with proper lead time. Note: Gloves are not recommended unless you are disposing after

every use/touch point; the employer has provided hand sanitizer for this purpose.

• Facilities should keep a minimum quantity of 30-day supply of equipment.

Janitorial Supplies

# Item Spec Quantity

1 Bleach Household bleach (contains 5-6% sodium hypochlorite)

(Qty. 4)

2 Gallon Hand Sanitizer refill Sanitizer with Alcohol >62% Local Brand

Min. 30-day supply

3 Hand Sanitizer Station Hand sanitizer dispenser floor stand

1 available in work area per 50 employees

4 Hand Soap Hand Soap / Local Brand Min. 30-day supply

5 Paper Towels Paper Towel Min. 30-day supply

PPE

# Item Spec Quantity

1 Surgical Masks Disposable mask (1 per person, per day)

Min. 30-day supply

2 Nitrile Gloves Touchflex / Surgical Nitrile Gloves Min. 30-day supply

3 Safety Glasses / Face Shields (If Job Requires)

Polycarbonate Min. 30-day supply

4 Containers of Disinfectant Wipes

Ammonium Chloride (.5%) & Alcohol 55%

Min. 30-day supply

5 Spray Bottles 1-liter plastic spray containers Min. 5 bottles

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MDHHS EMPLOYEES RETURN TO WORKPLACE

Return to Workplace Communication

A comprehensive, aligned and approved communication plan will be communicated to

MDHHS employees. It is very important that ALL employees understand the safety

requirements, protocols and expectations to ensure everyone and their communities stay

safe and prevent the spread of COVID-19. Workforce communication by the MDHHS

Communication Director for pre-return and post-return to workplace will utilize multiple forms

of media to communicate with all MDHHS employees.

Pre-Return to Workplace Communication

• Senior leadership letter and video to all

employees.

• Return to workplace readiness for all

MDHHS offices.

• Location-specific letter to employees with

return instructions.

• Communicate that at-risk individuals need to

continue to work from home.

• Communicate that until Phase 6 of the MI Safe Start Plan is achieved, telework is

encouraged for everyone, where possible.

• Virtual messaging –Townhall Meeting.

• Mass phone calls to employees with Return to Workplace instructions (robocalls /

local call trees).

• Employees will complete a daily health screening prior to reporting to the

workplace.

• A Return to Workplace SharePoint site has be created to organize Return to Workplace

material including guides, checklists, training material and FAQ’s. The site is located on

the Safety and Security site:

https://stateofmichigan.sharepoint.com/teams/insidedhhs/work/SEM/Pages/default.aspx

• This plan is readily available at

https://stateofmichigan.sharepoint.com/teams/insidedhhs/work/SEM/Pages/Return-to-Work.aspx

or available upon request.

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Post-Return to Workplace Communications

• Return to workplace message will be completed for all MDHHS employees while

observing social distancing.

• Continued use of virtual messaging – Townhall Meeting.

• Use of signage to convey new health practices throughout the facilities.

• Daily completion of employee health screening

• Over communicate about wearing face masks and good hygiene.

• Managers observing behaviors in alignment to protocol via COVID-19 process checklist.

• Support employees with open lines of communication to address ongoing concerns

and need for further information.

Training

The Agency Safe Start Team or designee shall coordinate COVID-19 training and ensure

compliance with all training requirements. Training shall minimally include but is not limited to:

• Routes by which the virus causing COVID-19 is transmitted from person to person.

• Distance that the virus can travel in the air, as well as the time it remains viable in the air

and on environmental surfaces.

• Symptoms of COVID-19.

• Steps employees must take to notify their supervisor of any symptoms of COVID-19 or a

suspected or confirmed diagnosis of COVID-19.

• Measures that the building is taking and work rules employees must follow in order to

prevent exposure to and spread of the virus (e.g., health screening protocol, isolation

protocol, social distancing protocol, daily self-screening protocol, self-quarantining and

return to workplace, visitors screening, etc.).

• The use of personal protective equipment if applicable to include the proper steps for

putting it on and taking it off.

• Building/office signage.

• Resources available (e.g., Employee Service Program).

NOTE: It is recommended that training records be maintained, at a minimum, documenting the

name(s) of employee(s) trained, date of training, name of trainer and content of training.

Recordkeeping

The Agency Safe Start Team or designee shall coordinate COVID-19 required recordkeeping and

ensure compliance with the latest Coronavirus/COVID-19 Emergency Orders. Per the MIOSHA

Emergency Rule, MDHHS must maintain all COVID-19 employee training records, health

surveillance records, and records of required notifications for one (1) year from the date of

generation. COVID-19 exposure-related medical records must be kept for the duration of

employment plus 30 years.

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Gatherings and Returns to the Workplace, and Related Authorization Process

Per MIOSHA Emergency Rule 5.8, MDHHS has restricted in-person work for employees to the

extent their work activities can feasibly be completed remotely. If an event, defined as return to the

office, in-person gatherings (e.g., conferences, meetings, trainings, testing, audits, inspections,

etc.) is necessary, then the MDHHS must submit a written request to the OSE Director for

approval. Please contact your MDHHS Administration Point of Contact or email

TransformMDHHS@michigan.gov for information on how to submit a request for approval. Requests

should be comprehensive, submitted well in advance, and minimally include the following:

• When, where, the time and duration of the event.

• The total people, to include employees, expected to attend. Note: attendance should be

limited to the extent possible, and gathering sizes must comply with the MDHHS Epidemic

Order; OSE may impose more stringent criteria.

• Whether the event will be held at a State of Michigan owned or operated location, or other

venue; information must include location name, address, and location telephone number.

• Reason(s) why the event cannot be held remotely and the importance of the event.

• If the event is being held or attended pursuant to a statutory provision, enforcement action,

permitting requirement, etc. and include a description.

• Whether the event is required or critical to MDHHS’s mission and the related consequences

if the request is not approved.

• How employees will get to and from, to include number of occupants in a state vehicle, if

appropriate.

• How the event will keep employees and attendees safe (e.g., registration process, available

sanitizers or related disinfecting procedures, post event cleaning procedures, enforcement

of social distancing and face covering protocols, health screening protocols, procedure if

someone becomes sick or experiences COVID-related symptoms, etc.).

• If the event is held outside the workplace (e.g., hotel, etc.), include confirmation that the

venue is in compliance with applicable MIOSHA/MDHHS Rules and related CDC guidance

plus the total number of restrooms available, and how scheduled breaks and lunches will be

conducted to minimize gatherings, congregation, etc.

• Whether the MDHHS Director or designee is supportive of the request.

• Person(s) responsible for responding to all COVID-related situations and concerns, and

how attendees contact that individual.

NOTE: An after-action review must also be provided to OSE upon conclusion of the event to

include facts, practices that worked, lessons learned, etc.

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COVID-19 – MDHHS Return to Workplace Guide

Distribute the MDHHS Return to Workplace Guide to all employees prior to returning to the

workplace. This guide details key messaging around the changes that have been made within

the facility. The MDHHS Return to Workplace Guide also identifies the behaviors that

everyone should display while working together to remain safe and healthy at work.

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Controlling Staff and Visitor Workflow

Several measures have been made to control the flow of people entering, while inside, and

exiting facilities to establish social distancing. Remember, telework is encouraged whenever

possible until the State of Michigan reaches Phase 6 of the MI Safe Start Plan, for the

purpose of limiting the number of employees in a building to the necessary minimum.

• Designated work areas have been grouped and defined; specific entry/exit points have

been established.

• Employees will be asked to enter and exit the facility at specific gates and facility

entrances.

• Employees will be asked to park in specific areas.

• Walking routes inside of the facility will be defined and identified.

Perimeters have been defined around Administrations, Bureaus, Divisions and Units to limit

movement as much as possible.

• Specific restrooms, break areas, etc. will be defined for each group to use (this may

differ for various locations).

Within the workstation, job rotations are limited to ergonomic, occupational and personal

injuries rotations. All other rotations will not be available at this time.

Employee Designated Work Area and Rest Rooms Example

(Cert Verification)

(Mask/6ft Distance)

Enter Exit

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Equipment – Face Masks / Face Shields

Program Directors and team leads for equipment are responsible for ensuring there are

adequate supplies at each facility.

Face Masks

Face masks are for the protection of others and limit the

spread of droplets from a person’s nose or mouth. Face

masks are not personal protective equipment and are not

designed to prevent COVID-19 exposure, unless certified

for such purposes. Face masks are required in the MI Safe

Start Plan and need to be worn by everyone, in all facilities.

This measure of protection will remain in effect until Phase

6 of the MI Safe Start Plan is achieved.

On July 27, 2020, a departmentwide mask mandate was put into effect and remains in

compliance with current MDHHS Emergency Orders. All MDHHS employees must wear a

mask when conducting department business outside of the home. Work areas will likely

provide employees with two (2) masks. These could be reusable cloth face coverings,

disposable face coverings, or surgical masks. Employees desiring something more

comfortable or fashionable may elect to use their own face covering provided it is: appropriate

for the workplace; completely covers the nose, mouth and chin; and is at least as effective as

those provided by the work area.

Face coverings or masks that incorporate a valve or other openings, holes or visible gaps in

the design or material to facilitate easy exhaling are not sufficient face coverings because they

allow respiratory droplets to be released into the air. Neck gaiter tube style face scarves and

open-chin triangle bandanas are also not allowed. Face coverings worn in the workplace shall

not be political, offensive or contain vulgar, obscene, abusive or confrontational gestures,

language, pictures, websites, etc. Face coverings representing certain colleges, universities,

sports teams, etc. are permissible provided they meet the previously mentioned criteria. Work

areas may also elect to impose more stringent face covering requirements.

This requirement applies to employees/contract staff in state office buildings, non-state-owned

buildings, hospitals, centers, and those who represent the department in the field. Employees

are empowered to apply discretion in practicing exceptions in accordance with current MDHHS

Emergency Orders and are encouraged to consult with their supervisor if necessary. Employees

who do not adhere to this mandate will not be allowed to enter state office buildings or facilities.

Please contact the Office of Human Resources at MDHHS-HR-RTW@michigan.gov if you are

concerned about your ability to wear the required face mask for medical or other reasons.

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What does/does not a face mask do for you?

• Reduces risk that asymptomatic wearer will give the virus to someone else.

• Does not protect your eyes.

Who needs to wear a face mask?

• Face masks must be worn by ALL MDHHS employees, visitors, contractors and vendors.

Where are face masks required?

• Face masks will be provided upon entry and must always be worn, in all indoor locations.

Face Shields

Face shields are not a replacement for face masks. Face shields range from safety glasses to full

face coverings. A Face shield primarily protects the eyes from direct aerosol spray from another’s

cough or sneeze and when used in conjunction with a face mask adds an additional layer of

separation between people. Face shields should be considered in response planning when

employees need to be within 6 feet of others for an extended period (e.g., greater than a total of 15

minutes) of time to complete their job. Employees can work with their supervisor to acquire face

shields as needed. Face shields must be worn with face masks and are not replacement for face

masks. Any considerations that face shields may be used as a special accommodation needs to be

approved through MDHHS Human Resources.

Social Distancing: Employee Participation

The CDC has provided guidance on some of the best practices people can follow to prevent

the spread of COVID-19. Two of the best practices recommended by the CDC include

frequent handwashing and practicing social distancing. Employees will practice social

distancing and perform frequent handwashing with soap and water.

What is social distancing?

Social distancing is the practice of keeping space

between yourself and other people outside of your

home. To practice social distancing:

• Stay at least six feet from other people.

• Avoid contact with others, such as handshakes

or embracing friends, co-workers, visitors.

• Avoid touching surfaces that have been touched by others, to the extent that is

feasible.

• Do not gather in groups; stay away from crowded places and avoid mass gatherings.

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Areas to practice social distancing include (but are not limited to):

• Office/work areas.

• During shift start/changes.

• In meetings.

• During breaks/lunch.

• In common areas.

• When taking transportation.

While at Home Social Distancing Meetings What can I do?

• In principle, do not conduct face-to-face in-person group meetings.

• Employees should utilize conference calls, Microsoft TEAMS or Skype for Business

meetings to conduct group meetings.

• If you need to connect in-person, follow social distancing guidelines to allow for six feet

of separation between you and other people.

• Follow current government policies and practices on the number of people in a

gathering or meeting.

Social Distancing: During Breaks/Lunch

Social distancing during shift changes must be managed thoughtfully to reduce infection risk

and to leverage the opportunity to ensure optimal disinfection of the workplace. Start times

should be staggered for offices and add a gap of time in between each designated time.

Seating and Capacity

• Count the number of optimal allowable seats in the break room considering social

distancing guidelines of six feet (two meters).

• Limit and/or space chairs appropriately.

• Consider placing signage on tables to ensure proper social distancing in each seat –

sign says yes or no to sit.

• Post capacity of the break room.

• Consider allowing employees to sit only on one side of a table.

Breaks and Lunch

• Remind employees not to arrive early for break.

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• Separate break times by 10 minutes to have enough time to wipe tables, seats, all

surfaces, refrigerator, vending machines and microwave ovens after each use.

What can I do?

Before Meal While Eating After Meal

• Keep social distancing (six feet separation)

• Wash hands per CDC guidelines

• Eat in designated areas

• Keep social distancing (6 feet separation

• Refrain from talking to / interacting with others

• Keep social distancing (six feet separation)

• Throw trash away in trash containers

• Wash hands per CDC guidelines

Your Mental Health & Wellbeing During The COVID-19 Pandemic

If you are worried about your mental health and wellbeing, you are not

alone. These are challenging times, and we are all struggling with

different emotions.

When many things feel uncertain or out of our control, one of the most

effective ways we can manage stress and anxiety is to focus on the

actions that are within our control. We should all make time to take

care of our mental health. Below are some resources to help with your

mental health and wellbeing during challenging times:

• Contact the Employee Service

Program (ESP).

• Michigan's COVID-19 Hotline 888-535-6136 offers free, confidential emotional support counseling.

• Visit Michigan.gov/StayWell to

access a variety of emotional

support resources.

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APPENDICES

Appendix A: Resources and Guidance for COVID-19

Preparedness Plan

General

Centers for Disease Control and Prevention (CDC) Coronavirus (COVID-19):

www.cdc.gov/coronavirus/2019-nCoV

MIOSHA Exposure Control Plan

Businesses

CDC Resources for businesses and employers: www.cdc.gov/coronavirus/2019-

ncov/community/organizations/businesses-employers.html

CDC General business frequently asked questions: www.cdc.gov/coronavirus/2019-

ncov/community/general-business-faq.html

CDC Building/business ventilation: www.cdc.gov/coronavirus/2019-

ncov/community/guidance-business-response.html

Federal OSHA: www.osha.gov

Handwashing

MDH Handwashing video translated into multiple languages:

www.youtube.com/watch?v=LdQuPGVcceg

Respiratory etiquette: Cover your cough or sneeze

CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html

CDC: www.cdc.gov/healthywater/hygiene/etiquette/coughing_sneezing.html

Social distancing

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

Housekeeping

CDC: www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html

CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/disinfecting-your-

home.html

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CDC: www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-

disinfection.html

Environmental Protection Agency (EPA): www.epa.gov/pesticide-registration/list-n-

disinfectants-use-against-sars-cov-2

Employees exhibiting signs and symptoms of COVID-19

CDC: www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/steps-when-sick.html

Training

COVID-19 Training for State of Michigan Employees

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Appendix B: Certification of Readiness to Return Employees to the Workplace

Agencies must implement the following items to ensure they are ready to recall their priority

services and employees to the workplace.

• My agency has identified priority services operations (prioritized, operational requirements enumerated, cost and revenue considered). This includes identifying the percentage or number of employees:

o Required to work on premises. o Who will remain remote on a short-term, medium-term, and long-term basis.

• My agency has social distancing plans in place for work areas, elevators, meeting rooms, and common spaces.

• My agency has a plan to conduct health screenings for all employees and may do so for all vendors, contractors, and visitors. (Some facilities may require body temperature screenings.)

• My agency has communicated infection control protocols, including handwashing, health screening, temperature taking, face mask wearing, and respiratory etiquette, to anyone who is in the workplace.

• My agency has plans in place for telework, flextime, and staggered schedules in areas where social distancing is not possible.

• My agency has communicated travel restrictions and policies for remote meetings.

• My agency has consulted with facilities management, the DTMB, or the landlord to ensure extra cleaning and sanitizing schedules, needed layout changes, etc.

• My agency has appropriate and sufficient signage posted denoting social distancing requirements, hygiene reminders, restrictions on public access, required conference room seating, maximum number of people allowed in each space, what to do if employees become ill, etc.

• My agency has made cleaning and disinfecting supplies available for employees to maintain their workspaces and equipment, along with adequate hygienic products such as soap, towels, and tissues.

• My agency has a process for employees and supervisors to report, inventory, and sanitize all state-owned equipment and office furniture removed from the agency and subsequently returned.

• My agency has employee communication plans that include notifying employees of information needed BEFORE they return to the site.

• My agency has notified all employees how to contact the Employee Service Program (ESP) if necessary.

• My agency has mechanisms in place to report and resolve compliance issues with safety protocols. These mechanisms are widely known to employees, either through signage or frequent verbal or written communication.

• My agency has protocols in place and an appropriate space set aside to isolate anyone who

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becomes ill with COVID-19 symptoms while working.

• If applicable, my agency has the necessary Personal Protective Equipment (PPE) on hand to distribute to employees when necessary.

• I certify my agency has protocols in place to comply with executive orders allowing the safe return of employees to the workplace. By signing this certification, I attest my agency has followed all applicable guidance in this document and has communicated or will communicate all relevant standards and policies to employees before they return or immediately as they return to the workplace.

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Appendix C: Return to Workplace Checklist

Supervisors must have each employee complete the following form prior to the employee returning back to the

workplace or field. You must review your workplace specific protocols with your employees before they sign

this form.

Welcome back! We are glad you are here.

Employee Name and ID

Supervisor/Manager

A. State Property

Please indicate any of the following state-owned equipment you are returning to the office

☐ Key card/security badges

☐ Mobile device (e.g. cellphone, notebook) asset #

☐ Laptop/desktop – asset #

☐ Computer Monitor

☐ USB flash drive

☐ Building keys

☐ Purchasing card

☐ Office Chair

☐ Other (please specify)

☐ Yes ☐ No ☐ N/A - Not returning equipment

I verify the state-owned equipment marked above has been cleaned and sanitized

according to guidelines and returned to my agency.

Specify:

B. Communications

☐ Remove any modified service message on your voicemail and record a new personal greeting.

☐ Remove any modified services delivery message on your internal and external email.

☐ My supervisor and I have discussed, and I understand expectations for social distancing, hand

hygiene, cleaning, cloth face coverings, and other protocols to reduce the spread of COVID-

19. I understand that I need to stay home if I am sick.

C. Training

☐ I reviewed COVID-19 Training for State of Michigan Employees presentation from the Office of State Employer and understand the information within.

I VERIFY THAT I WILL COMPLETE A DAILY HEALTH SCREENING TO BEGIN MY WORKDAY.

I VERIFY I HAVE REVIEWED MY WORKPLACE’S EXPOSURE CONTROL PLAN AND RETURN

TO WORKPLACE PLAN AND UNDERSTAND THE EXPECTATIONS FOR PERFORMING MY

JOB IN THE WORKPLACE UNDER NEW COVID-19 PREPAREDNESS PROTOCOLS.

Employee Signature DATE

Supervisor Signature DATE

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Appendix D: Health Screening Questions Template

SELF-IMPLEMENTED EMPLOYEE HEALTH SCREENING TEMPLATE Note: This template has self-implemented questions to be used by employees each day prior to entering the

workplace. Each employee shall work with their supervisor to establish a log to track those days they are in the

workplace (aka building or going into the field).

Health Screening Questions

YES NO

1) In the past 14 days, have you or a family member been diagnosed with COVID-19?

If the employee answers “YES”, stay home and talk to your supervisor.

2) Do you have any newly developed or worsening symptoms? Check all that apply.

One of these symptoms OR Two of these symptoms

Shortness of breath Feverish Nausea or vomiting

Cough Chills Diarrhea

Difficulty breathing Muscle

aches Fatigue

Loss of smell Headache Congestion or runny

nose

Loss of taste Sore throat

If an employee selects any one of these symptoms,

stay home and talk to your supervisor. OR

If an employee selects any two of these symptoms,

stay home and talk to your supervisor.

Measurement of Temperature

YES NO

3) Is your body temperature above 100.4 of?

If the employee answers “YES”, stay home and talk to your supervisor.