Procedures and Guidelines

Providing a safe and healthy work environment for our employees requires the cooperation of all employees at every level, vendors, contractors, clients, and the general public. Please read this material carefully and keep it handy for reference as a reminder of the necessary changes to our pre-COVID-19 policies, practices, and processes. As the pandemic continues to evolve, and guidance from the Centers for Disease Control and Prevention and New York State and Rockland County Health Departments is updated or revised, you will be advised of changes through the County's media channels, such as Rocklandgov.com, the RCWEB, and All-County emails.

The following information serves as a guide for all employees and non-employees entering County buildings and other areas of business. 

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• At least 6 feet must always be maintained between all individuals unless the core activity requires a shorter distance. Any time individuals come within 6 feet of one another, acceptable face covering must be donned/worn (ensuring that mouth and nose are covered).

• Social distancing markers at 6-foot intervals may be posted (tape, signs, etc.) in commonly used or other areas where individuals may congregate, including foot traffic areas.

• No more than one individual may occupy tightly confined spaces (e.g., elevators, vehicles) unless ALL individuals are wearing face coverings, and in such situations, occupancy is limited to 50%.

• In-person gatherings should be limited to the maximum extent possible and replaced by telephone/email/tele-video conferencing. Essential in-person gatherings (e.g., meetings) should be held in open, well-ventilated spaces adhering to social distancing, or to face covering requirements where 6-foot distance cannot be achieved.

• Shared workstations must be cleaned and disinfected.

• Reduction of interpersonal contact and congregation, limiting in-person presence, and shifting physical design of space for social distancing should be priorities.

• Non-essential amenities and communal areas which promote gathering or have high touch surface areas (e.g., break rooms, kitchens) should be closed or employees/users required to maintain social distancing, mask wearing, cleaning etc.

• Pick-ups and deliveries that are business related (e.g., U.S. and interoffice mail, UPS, Fedex, etc.) should be limited when possible, and all guidelines to protect public health followed. Employees ordering food must meet the delivery person outside of the building.

• The number of workstations/seating areas/desks within a given area should be reviewed and modifications made (as applicable) so that individuals are at least 6 feet apart in all directions or are separated by a physical barrier and are not sharing individual workstations without cleaning and disinfection between use.

• All non-essential County business travel should be limited.

• Acceptable face coverings will be provided to employees at no cost. If an employee does not have a face covering to enter a County building, they will not be permitted to enter. The County is currently providing 3-ply, ear-loop masks to all employees. Other acceptable face coverings which may be worn by an individual include but are not limited to cloth (e.g., homemade sewn, quick cut, bandana), other surgical masks, and face shields but will not be provided by the County. Face coverings must not be shared, and reusable face coverings must be cleaned daily by the individual. Personal Protective Equipment (PPE) should be provided where appropriate.

• Face coverings and PPE should be cleaned and replaced according to Centers for Disease Control and Prevention (CDC) guidelines.

• Employees and visitors must be advised to wear face coverings in common areas, including elevators, lobbies, and when traveling around the office. At least 6 feet distance must be maintained between all individuals at all times, unless the core activity requires a shorter distance. Any time individuals come within 6 feet of one another, acceptable face covering must be donned/worn (ensuring that mouth and nose are covered).

• Sharing of objects, such as tools, laptops, notebooks, telephones, touchscreens, and writing utensils, as well as the touching of shared surfaces, should be limited; or employees should be required to wear gloves when in contact with shared objects or frequently touched surfaces; or employees should be required to perform hand hygiene before and after contact.

• Adherence to hygiene, cleaning, and disinfection requirements from the CDC and Department of Health (DOH) are required, and cleaning logs must be maintained on the site that document the dates, time, and scope of cleaning.

• Hand hygiene stations, including handwashing with soap, running warm water, and disposable paper towels, lined garbage cans, as well as an alcohol-based hand sanitizer containing 60% or more alcohol for areas where handwashing is not feasible, should be provided and maintained in the office.

• Employees should be encouraged to use cleaning/disinfection supplies provided by the County before and after use of shared and frequently touched surfaces, followed by hand hygiene.

• Equipment should be regularly cleaned and disinfected using registered disinfectants, including at least as often as employees and contractors change workstations.

• Cleaning and disinfecting of the office location, shared surfaces, and other areas, as well as equipment, should be performed using Department of Environmental Control (DEC) products identified by the Environmental Protection Agency (EPA) as effective against COVID-19.

• The site should be regularly cleaned and disinfected, with more frequent cleaning and disinfecting of high-risk areas used by many individuals and for frequently touched surfaces.

• In the event that an individual is confirmed to have COVID-19, exposed areas should be cleaned and disinfected to include, at a minimum, all heavy transit areas and high-touch surfaces (e.g., elevators, lobbies, building entrances, badge scanners, restrooms, handrails, door handles).

• Employers must be prepared to affirm that they have reviewed and understand these state- issued industry guidelines and that they will implement them.

• Signage must be posted inside and outside the office location to remind employees, contractors, visitors, and customers to adhere to proper hygiene, social distancing rules, appropriate use of PPE, etc.

• Communication to employees and visitors must be established with consistent means to provide updated information.

• A list of essential visitors expected to enter the building must be provided to building managers/owners.

• A continuous log of every visitor who enters the work site or area must be maintained.

• If an employee or visitor was in close contact with others at the office location and is known to have tested positive for COVID-19, the employee’s supervisor must immediately notify state and local health departments and cooperate with contact tracing efforts, including notification of potential contacts, such as other employees, visitors, and/or customers (if known) who had close contact with the individual, while maintaining confidentiality required by state and federal law and regulations. For general questions call the New York State Department of Health COVID-19 Hotline 1-888-364-3065. For Rockland County Specific Questions call the Rockland County Department of Health Call Center at (845) 238-1956 Monday-Friday from 8:00 am-5:00 pm. or send an email email to RCDPC@co.rockland.ny.us

• Employees who are sick should stay home or return to home if they become ill at work.

• Mandatory health screening assessment (e.g., questionnaire, temperature check) will be implemented for individuals entering County buildings, asking about (1) COVID-19 symptoms,(2)positive COVID-19 test in past 14 days, and/or (3) close contact with confirmed or suspected COVID-19 case in past 14 days. A Health Check Questionnaire may be administered in the form of a posted sign to be quietly read, with instructions for the employee to contact his/her supervisor or departmental contact and leave the premises, or for a non-employee to leave the premises, in the event that the statements cannot be affirmed.

• On-site screeners should be trained by employer-identified individuals familiar with CDC, DOH, and OSHA protocols and should wear appropriate PPE, including at a minimum, a face covering.

• Screening tools (e.g., temperature check, posted Health Check Questionnaire) should be used daily in building entrances for contractors, visitors and other members of the public, in coordination with building management where possible, to identify potentially symptomatic individuals.