Tag: COVID-19

May 31, 2020

A Closer Look at the COVID-19 New York Safety Plan Template

As the State of New York begins to reopen, it is requiring all businesses to develop a written COVID-19 safety plan. The State has provided a safety plan template to facilitate this requirement. Businesses don’t have to use the template. But they should at least reference it in ensuring they include the necessary components in their plans.

Reopening Requires a Written Safety Plan

Each New York business location must adopt and follow a safety plan that outlines how the business will fight the spread of COVID-19. Companies don’t have to submit their plans to any government agency for approval. But every business must post its plan at each location. The New York State Department of Health or local health or safety authorities have the right to review the plan during an inspection.

New York is issuing industry-specific reopening guidelines. These documents reflect extensive requirements on businesses that choose to reopen as permitted under the State’s phased reopening plan. Every business should consult the guidelines in preparing a coronavirus safety plan.

For more information about industry-specific reopening guidelines, click here.

Essential businesses that are not yet covered by industry-specific guidelines, click here.

To access the NY Forward Safety Plan Template, click here.

The New York Forward Safety Plan Template

The New York Safety Plan Template is a generic template that any business can complete. Alternatively, a company could use the template as a guide to creating its plan in a different format.

Part I – People

The first part of the templates starts with a list of physical distancing terms that employees must comply with. The business must agree to the following:

Ensuring a 6-foot distance between personnel, unless safety or a core function of the work activity requires a shorter distance.
If personnel are less than 6 feet apart from one another, they must wear acceptable face coverings.
Only one individual will occupy small spaces at a time unless all occupants are wearing acceptable face coverings.
The occupancy will be kept under 50% of the maximum capacity if more than one individual occupies the small spaces.
Social distancing posts/markers must be made to signify 6 feet of spacing in commonly used areas on the site.
In-person gatherings must be limited as much as possible, and tele- or video-conferencing should be utilized whenever possible.
Essential in-person gatherings should be held in open, well-ventilated spaces with appropriate social distancing among participants.
There should be designated areas for pick-ups and deliveries.

Then, Part I asks the business to fill in specific information pertinent to its daily operations.

The template asks the business to list everyday situations that may not allow for 6 feet of distance between individuals and how the business intends to ensure employee safety in such circumstances.
It also asks how the business will achieve engagement with customers and visitors with physical distancing requirements.
Part 1 concludes by asking the business how it will manage industry-specific physical, social distancing.

Part II – Places

The second part of the safety plan template has three sections: “Protective Equipment,” “Hygiene and Cleaning,” and “Communication.” The portion of the template requires the business to explain how it intends to keep the workplace clean to protect employees.

Protective Equipment

Part II.A. of the New York safety plan template requires businesses to ensure that employees comply with protective equipment requirements. The business must agree to the following terms:

Employers must provide employees with an acceptable face covering at no cost to the employee and have an adequate supply of coverings in case of replacement.

After acknowledging the above, the business must indicate how it plans to comply with the requirement.

Face coverings must be cleaned or replaced after use or when damaged or soiled, may not be shared, and should be adequately stored or discarded.

The business must then explain its policy for ensuring that the PPE is appropriately cleaned, stored, and discarded.

Limit the sharing of objects and discourage touching of shared surfaces; or, when in contact with shared objects or frequently touched areas occurs, wear gloves(trade-appropriate or medical); or sanitize or wash hands before and after contact.

After this item, the business must list common objects shared between the employees and how it plans to ensure the safety of the employees when using the commonly shared objects.

Hygiene and Cleaning

Part II.B. of the template requires businesses to comply with hygiene and cleaning requirements. The business must agree to the following terms:

Adhere to hygiene and sanitation requirements from the Centers for Disease Control and Prevention (CDC) and the Department of Health (DOH) and maintain logs on site that document date, time, and scope of cleaning.

After this term, there is space to identify who will maintain the cleaning log and where they will keep it.

Provide and maintain hand hygiene stations for personnel, including handwashing with soap, water, and paper towels, or an alcohol-based hand sanitizer containing 60% or more alcohol for areas where handwashing is not feasible.

Then the business must indicate where on site the appropriate sanitizing products will be located, and how it will promote hand hygiene.

Conduct regular cleaning and disinfection at least after every shift, daily, or more frequently as needed, and frequent cleaning and disinfection of shared objects (e.g., tools, machinery) and surfaces, as well as high transit areas, such as restrooms and common areas, must be completed.

Then the business must describe its policies that will ensure that regular cleaning and disinfecting are occurring on the worksite.

Communication

Part II.C. of the template prompts businesses to comply with communication requirements. The business must agree to:

Post signage throughout the site to remind personnel to adhere to proper hygiene, social distancing rules, appropriate use of PPE, and cleaning and disinfecting protocols.
Establish a communication plan for employees, visitors, and customers with a consistent means to provide updated information.
Maintain a continuous log of every person, including workers and visitors, who may have close contact with other individuals at the worksite; excluding deliveries that are performed with appropriate PPE or through contactless means; excluding customers, who may be encouraged to provide contact information to be logged but are not mandated to do so.

After these items, the safety plan template asks the business to identify the employee(s) that will be in charge of maintaining the log and where it will be located.

This part of the safety plan template concludes by explaining the appropriate protocol that employers must agree to follow when an employee tests positive for COVID-19. Specifically, they must “immediately notify state and local health departments and cooperate with tracing efforts . . . while maintaining confidentiality.” The company must indicate which employee(s) will be responsible for notifying state and local health departments if an employee tests positive for COVID-19.

Part III – Process

Part III of the safety plan template has two sections: “Screening” and “Contact Tracing and Disinfection of Contaminated Areas.”

Screening

Part III.A. of the template addresses mandatory health screenings. Businesses must implement mandatory health screening assessments before employees begin working each day. They must ask workers and essential visitors whether they have experienced:

COVID-19 Symptoms in the 14 days,
a positive COVID-19 test in the past 14 days, and/or
close contact with confirmed or suspected COVID-19 cases in the past 14 days.

The business must document these responses and review them daily.

The safety plan template requires the business to explain its daily health and screening practices. This information should include who will perform the screening practices, how the individuals will be trained, and the necessary PPE equipment the individuals will require.

Contact Tracing and Disinfection of Contaminated Areas

Part III.B. of the template requires businesses to ensure that its employees comply with contact tracing and disinfection requirements. Each business must “Have a plan for cleaning, disinfection, and contact tracing in the event of a positive case.”

Then the template requires the business to describe how it will clean the contaminated areas if an employee tests positive for COVID-19. It must identify which effective COVID-19 products the business needs and how the business plans to acquire them. The company must also identify how it will trace and inform close contacts if an employee tests positive for COVID-19.

Part IV – Other

Part IV of the New York Safety Plan template simply provides space for the business to provide additional information about its specific COVID-19 safety plan. Companies should review applicable industry-specific guidelines to determine what other obligations they must satisfy.

This portion of the template ends by requiring the business to agree that it will stay up to date on industry-specific guidance, by consulting the NY Forward website.

The .pdf version of the NY Forward Safety Plan Template includes links to other government websites providing general information, workplace guidance, personal protective equipment guidance, and cleaning and disinfecting guidance.

What Your Business Should Do Now

If your business is operating now with any on-premises employees, it must have a COVID-19 safety plan in place. You can use the New York safety plan template document or come up with a different format. However, your plan must address the necessary components reflected in state and federal guidelines for reducing the transmission of the novel coronavirus. And you must continue to monitor developments from various governmental authorities to ensure ongoing compliance.

Horton Law continues to monitor the evolving reopening requirements for all New York businesses. Sign up for our email newsletter to receive our latest blog posts and announcements of upcoming webinars on this topic. You can also follow us on LinkedIn for even more frequent updates.

May 14, 2020

Reopening New York – Phase 1

On May 14, 2020, New York Governor Cuomo signed an executive order extending business closures statewide through May 28, 2020, except as reopening is allowed under a previously announced 4-phased rubric. The State is taking a data-driven, highly regulated approach. The timeline for reopening will depend on health metrics within each of the 10 regions of New York. Once reopening in a region begins, it will proceed in four phases in which different industries can reopen to varying degrees. Phase 1 includes several business sectors where companies can more easily limit close person-to-person contact.

The State has issued initial guidance for businesses able to reopen during Phase 1. This information is also crucial for companies that have remained open as essential businesses. They too must satisfy New York’s latest restrictions to continue to operate.

Regional Approach

So far, Governor Cuomo has controlled most aspects of statewide closings. As of May 15, 2020, he is shifting more responsibility to 10 regional “Control Rooms” across the state. Each regional control room has a “Captain” and consists primarily of the top elected leaders of the constituent counties and cities.

These are the 10 regions, with their regional control room captains:

Capital Regional: Major General Patrick A. Murphy
Central New York: Matt Driscoll
Finger Lakes: Bob Duffy
Hudson Valley: Mike Hein
Long Island: Eric Gertler
Mohawk Valley: RoAnn Destito
New York City: Rossana Rosado
North Country: Erik Kulleseid
Southern Tier: Basil Deggos
Western New York: Lt. Governor Kathy Hochul

Within each of these regions, Phase 1 of the reopening plan can only begin after 7 metrics are met. The State has created an online dashboard to track the metrics daily.

According to Governor Cuomo, the Control Rooms can (and should) “dial back” reopening measures if the data heads back in the wrong direction. The Control Rooms will also be responsible for answering questions from companies unsure of what the reopening parameters mean for them.

Phase 1 Industries

New York has identified the following business groups for inclusion in Phase 1 of the reopening process:

Construction
Agriculture, Forestry, Fishing, and Hunting
Retail (Limited to curbside or in-store pickup or drop off)
Manufacturing
Wholesale Trade

The State’s reopening website lists sub-categories under each of these industry categories. For example, construction specifically includes “land subdivision” as well as nonresidential and residential building construction, among others. And retail includes things like clothing stores, florists, and “direct selling establishments.”

Reopening Guidelines

The State has issued industry-specific reopening guidelines for each of the Phase 1 business groups. This guidance includes both “Summary Guidelines” and a longer “Detailed Guidelines.”

Even the shorter “summary” guidance documents are extensive. They seem to build on federal CDC and OSHA guidance with additional recommendations and requirements designed to keep employees and customers safe from contracting COVID-19.

Businesses that choose to reopen (or remain open if they have already been operating as essential) must review and affirm their compliance with the detailed guidelines for their industry. The guidance documents currently available indicate they are “interim” in nature. Companies must continue to monitor the latest requirements and best practices:

“These guidelines are minimum requirements only and any employer is free to provide additional precautions or increased restrictions. These guidelines are based on the best-known public health practices at the time of Phase I of the State’s reopening, and the documentation upon which these guidelines are based can and does change frequently. The Responsible Parties – as defined below – are accountable for adhering to all local, state and federal requirements relative to [the applicable industry]. The Responsible Parties are also accountable for staying current with any updates to these requirements, as well as incorporating same into any [industry] activities and/or Site Safety Plan.”

The guidance documents also add:

“In addition to the following standards, both essential and non-essential businesses must continue to comply with the guidance and directives for maintaining clean and safe work environments issued by DOH.”
“Please note that where guidance in this document differs from other guidance documents issued by New York State, the more recent guidance shall apply.”

Guidance Categories

The industry-specific guidelines include sections addressing people, places, and processes.

“People” sub-components include requirements for:

physical distancing;
gatherings in enclosed spaces;
workplace activity; and
movement and commerce.

“Places” covers:

protective equipment;
hygiene and cleaning;
phased reopening; and
communication plans.

“Processes” relates to:

screening and testing; and
tracing and tracking.

Employer Plans

All businesses eligible to reopen must develop written safety plans. The State has created a safety plan template that companies may choose to use. Each company must post their safety plan “conspicuously” onsite.

The safety plan template follows the structure of the guidelines using the people, places, and process sections. Each section includes pre-printed requirements along with blanks to add additional company-specific precautions.

The template concludes with an “other” section where businesses can add information.

During Governor Cuomo’s press conference on May 14, 2020, Secretary to the Governor Melissa DeRosa confirmed that companies would not submit these plans for State approval. However, she cautioned that companies will be held to complying with their established plans. In essence, the plans will be used to hold businesses accountable if they do not maintain adequate safety precautions after reopening.

Affirmation

Despite not having to submit their individual safety plans, companies must confirm their review of New York’s reopening guidelines. The detailed industry-specific guidance documents link to an online form that businesses must submit to the State. The form asks the company to indicate which Phase 1 industry they belong to. The person completing the form must enter their name and contact information along with the business name and address.

In submitting the form, the user agrees that:

“I am the owner or agent of the business listed. I have reviewed the New York State interim guidance for business re-opening activities and operations during the COVID-19 public health emergency and I affirm that I have read and understand my obligation to operate with such guidance.”

General Requirements

Though each set of industry guidelines varies in some ways, most/all contain similar basic concepts. Here are some of them:

Employers must implement some form of mandatory health screening assessments before employees begin work each day.
Employees must maintain 6 feet between each other, unless safety or a core work function requires closer proximity.
Employers must provide employees with an acceptable face covering at no cost to employees.
In-person gatherings must be limited as much as possible.
Signs throughout the worksite must emphasize proper hygiene, social distancing rules, appropriate use of PPE, and cleaning and disinfecting protocols.
Companies must maintain logs of all workers and visitors who might have close contact with other individuals at the site.
Employers must notify State and local health departments if a worker tests positive for COVID-19 and assist with contact tracing efforts.

All of these items, along with others, appear on the State’s safety plan template.

Top Priorities for Phase 1 Businesses

If your business falls into a Phase 1 industry, you must review the relevant guidance documents. They are available at https://forward.ny.gov/industries-reopening-phase.

Your company must submit the compliance affirmation and prepare and post a written safety plan. Of course, this requires you to evaluate the realities of your operations and modify them accordingly. As the State documents emphasize, these are only the legally-mandated minimum requirements. Governments officials may shut you down or take other action if you are not complying. However, satisfying the State’s guidelines does not guarantee that the coronavirus cannot be spread in your facilities. Moreover, it likely will not provide an absolute defense to possible claims by employees or other individuals that your business is unsafe or that the company is responsible for them contracting COVID-19.

Unfortunately, much is still unknown about this virus and related diseases. Thus, all “best practices” are still uncertain and subject to change. Therefore, your business must continue to monitor the latest developments and adapt accordingly.

Horton Law continues to monitor the evolving requirements for all New York businesses. Sign up for our email newsletter to receive our latest blog posts and announcements of upcoming free webinars on this topic. You can also follow us on LinkedIn for even more frequent updates.

May 11, 2020

New York Staffing Agencies and COVID-19

On March 20, 2020, Governor Andrew Cuomo signed an executive order that outlined New York’s 10-point Policy enacted to Assure Uniform Safety for Everyone (PAUSE). Among other things, the PAUSE order closed non-essential businesses and encouraged the residents of New York to stay at home. Some “essential businesses” could continue operating under social distancing rules, often meaning only essential personnel worked onsite. New York staffing agencies faced these restrictions as well, but often without control over the employees’ workplaces.

Under certain conditions, non-essential businesses and non-essential personnel who work for essential businesses were permitted to continue operations. Companies of all shapes and sizes and in all industries immediately scrambled to develop alternative ways to operate under the new restrictions. The most common change across all sectors in New York was a shift to a remote workforce.

Are New York Staffing Agencies “Essential Businesses”?

The COVID-19 pandemic has significantly affected business operations for New York staffing agencies. Many staffing agencies determined that their company was an “essential business,” because they provide other essential businesses with temporary contractors and assistance with direct-placement needs. These include clients throughout the health care, food service, manufacturing, and technology industries, as well as some start-up companies.

Despite being able to continue servicing these clients, some staffing agencies experienced a steady decline in revenue and the number of placements. Even “essential businesses” reduced their total headcount, including temporary workers that were previously placed on assignment. Outstanding job orders and negotiations with prospective clients were also canceled due to the economic downturn.

New York staffing agencies had to modify their business operations quickly to remain operational and survive this pandemic. These changes typically included one or more of the following:

An increase in the number of remote workers;
Permanent or temporary layoffs of direct staff and contractors;
Reduced compensation for either direct staff employees or contractors;
An immediate need to purchase equipment and technology for remote workers;
Adopting or revising company policies and procedures, employment agreements, and client contracts to address changes arising from the public health emergency.

The federal, state, and local governments are working on a plan to reopen the economy without significantly increasing the number of COVID-19 cases, hospitalizations, or deaths. President Trump announced that individual states would have the discretion to determine when and how to reopen their economies subject to some recommended prerequisites.

Recommended Federal Criteria for States to Reopen the Economy

Symptoms:

A downward trajectory of influenza-like illnesses reported within a 14-day period; AND
A downward trajectory of COVID-like syndromic cases reported within a 14-day period.

Cases:

A downward trajectory of documented cases within a 14-day period; OR
A downward Trajectory of positive tests as a percent of total tests within a 14-day period (flat or increasing volume of tests)

Hospitals:

Treat all patients without crisis care; AND
A robust testing program in place for at-risk healthcare workers, including emerging antibody testing.

New York’s Approach to Reopening

In New York, Governor Andrew Cuomo took the reins in determining how and when the State would reopen. On May 4, 2020, he announced during his daily press conference, a 4-phase plan for reopening the economy. Then on May 11, 2020, Governor Cuomo announced the creation of 10 regional Control Rooms across the state. These Control Rooms, consisting primarily of county executives, will apparently lead the reopening within their part of the State.

If the number of positive cases, hospitalizations, and deaths continues to decline, New York will begin to reopen businesses. During this transition, the State and the regional Control Rooms will carefully monitor the relevant data, including the transmission rate for COVID-19. If the transmission rate exceeds 1.1 (additional infections per infected individual), all reopening efforts may come to a screeching halt.

Prerequisites to Reopening a New York Region

So far, Governor Cuomo has indicated that before a region within New York can begin to reopen the economy, the following must occur:

There must be a 14-day drop in hospitalization and deaths;
The rate of new hospitalizations must fall below 2 per 100,000 residents across a 3-day rolling average;
At least 30% of hospital and ICU beds must be unoccupied;
At least 30 tests must be given for every 1,000 residents per month; and
Each county must retain at least 30 contact tracers per 100,000 residents.

4-Phase Approach

Before reopening, regions must meet the above prerequisites. Governor Cuomo previously mentioned a 14-day waiting period between phases to collect and review all relevant data. However, on May 11^th, he indicated the data, not a fixed timeline, would guide the transition between the phases. Relevant factors will include whether the action taken under each phase has led to an increase in the number of positive cases, hospitalizations, and deaths. Officials will also be monitoring the transmission rate and will be prepared to shut everything down if the rate meets or exceeds 1.1.

Phase 1 – Allows construction, manufacturing, wholesale suppliers, and some retailers to reopen as soon as May 15^th in regions reporting a steady decline in COVID-19 hospitalizations and deaths.

Phase 2 – Finance, real estate, insurance, and other types of retail businesses could begin to reopen.

Phase 3 – Begin to open restaurants and more retail.

Phase 4 – Reopen arts, entertainment, and education.

How Should Staffing Agencies Prepare for Reopening?

Employee Screening and Testing

Staffing agencies must determine if it makes sense to perform screenings or testing on direct staff employees before they enter the workplace. These measures could include temperature screening, symptom screening, questions related to recent travel or contact with individuals who tested positive for COVID-19, and active or antibody testing for COVID-19. Agencies should develop a plan for the implementation of whatever screening and testing they decide to conduct.

The decision to screen or test contract employees is much more complicated for staffing agencies. Contract employees typically work onsite at a client location. Therefore, staffing agencies must decide if it is feasible to screen or test contract workers or whether a more practical solution would be for clients to include contract employees in their screening and testing procedures. For the latter, staffing agencies would need to contact each client to determine what policies and procedures have been implemented. They would then need to determine whether their clients could treat contract employees similarly. Agencies should review the client procedures to determine if they comply with local, state, and federal law and whether the clients will conduct them in a non-discriminatory manner.

Return-to-Work Protocol

Each staffing agency should be developing a detailed plan to handle employees that test positive for COVID-19, are symptomatic, or must quarantine or isolate because of potential exposure to the coronavirus. The plan should include procedures for both direct staff and temporary contract employees. For example, will the employee need to provide medical documentation before returning to work?

Sanitizing and Disinfecting

Before reopening, staffing agencies should develop policies and procedures for disinfecting workstations, office equipment, and common areas such as lunchrooms, break rooms, and restrooms. They should provide employees access to sanitizer and tools to clean their workstations regularly and personal protective equipment, such as face masks and gloves, where possible.

Modifications to the Office

New York staffing agencies should consider making necessary changes to the physical workspace to optimize social distancing. Possible approaches include maintaining or increasing the number of employees that have permission to work remotely and staggering in-office workdays, shifts, or hours to reduce the number of employees present in the office. Agencies should implement policies to reduce the number of employees allowed in the breakroom, lunchroom, or restrooms at one time.

Staffing agencies should inform employees about the steps taken to educate, train, prepare, and protect its workforce and clients during this pandemic and reduce the risk of exposure or transfer of the COVID-19 virus to others. Agencies should also take the time to notify their clients of the steps taken to maintain or increase the level of customer service, to address client needs during this public health crisis, and to educate and equip staff and contractors with the tools necessary to perform their job duties safely and successfully.

It is also critical for staffing agencies to request that all clients provide information about all changes to their worksites, workstations, job duties, and policies and procedures that would affect their contract employees. This information is necessary for staffing companies to determine if the proper health and safety protocols are in place to protect their contract employees while on assignment. Since a staffing agency generally does not control the office space, worksite, schedules, safety protocols, and job duties for contract employees, an agency needs that information to assess the overall health and safety risks to its contractors and reduce its future liability. This information will allow staffing agencies to determine the risk level associated with the temporary placement and whether it makes sense to remove the contractor from the position given potential exposure.

Additional Considerations for New York Staffing Agencies

For New York staffing agencies to remain in business and be successful, they must review their current business operations and determine what changes to make and how to improve operations and customer service moving forward. Communication is key. As with any business, staffing agencies must communicate effectively with both employees and clients about how they’re managing these circumstances.

Due to the economic downturn caused by the pandemic, businesses will be looking to reduce costs wherever possible. It is prudent for staffing agencies to find ways to remain relevant during this time. These measures may include providing contractors with equipment or technology that would enable them to work from home and give clients peace of mind about security and privacy, as well as productivity. Staffing agencies should also review existing contract terms. They need to ensure that all terms can still be met under the circumstances. They should also consider future modifications that would help reduce or eliminate any obstacles encountered during or following this pandemic.

We expect rapid development on these issues over the following months. For more updates, subscribe to our email newsletter and follow Horton Law on LinkedIn.