All COVID-19 Prevention Plan Requirements

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COVID-19 Prevention Plans

Several states require employers to develop and implement COVID-19 prevention and response plans to protect employees and the public in their workplaces.

This article provides the state-specific orders, guidelines, and regulations that mandate COVID-19 plans. The article also summarizes OSHA’s revised COVID-19 workplace guidance.

OSHA Workplace Guidance

The Occupational Safety and Health Act (the Act) requires employers to “comply with safety and health standards and regulations issued and enforced either by OSHA or by an OSHA-approved state plan.”

Also, the Act’s General Duty Clause, Section 5(a)(1), requires employers to provide workers with a “workplace free from recognized hazards that are causing or likely to cause death or serious physical harm.”OSHA’s guidance on Protecting Workers: Guidance on Mitigating and Preventing the Spread of COVID-19 in the Workplace advises employers to develop and implement a COVID-19 prevention program – also known as a plan. The program should, at a minimum, involve “conducting a hazard assessment; identifying a combination of measures that limit the spread of COVID-19 in the workplace; adopting measures to ensure that workers who are infected or potentially infected are separated and sent home from the workplace; and implementing protections from retaliation for workers who raise COVID-19 related concerns.” OSHA also recommends employers involve workers, unions, or other employee representatives in developing the program.

Even if not required at the federal level, employers should develop and implement a COVID-19 prevention program/plan. Under the Occupational Safety and Health Act’s “General Duty Clause,” employers must provide workers with a safe and healthy workplace. Employers can meet this requirement by, in part, implementing a COVID-19 plan to protect both their workers and the public. Developing and implementing a COVID-19 plan also demonstrates an employer’s commitment to employee safety and minimizes the risk of government enforcement actions, workers’ compensation claims, and employment litigation.

States Requiring COVID-19 Prevention Plans

California, New York, Oregon, and Virginia require employers to develop and implement COVID-19 prevention plans. The requirements for these plans are outlined below.

California

COVID-19 Prevention Plan Requirements in California

California's COVID-19 Prevention Emergency Temporary Standards require employers to “establish, implement, and maintain an effective, written COVID-19 Prevention Program.”  

The ETS applies to “all employees and places of employment” except (1) places of employment with one employee who does not have contact with another person; (2) employees working from home; or (3) employees who are covered by Cal/OSHA’s Aerosol Transmissible Diseases Standard (generally applicable to healthcare facilities).

The COVID-19 Prevention Program may be integrated into the employer’s Injury and Illness Program or developed and maintained as a separate document.

To eliminate or reduce the risk of workplace COVID-19 exposure, the ETS requires COVID-19 Prevention Programs to address a wide variety of workplace safety measures, such as developing an employee communication system, conducting worksite-specific risk assessments, implementing engineering and administrative controls, and providing personal protective equipment when needed. 

The ETS also requires employers to make their COVID-19 Prevention Program available at the workplace to employees, authorized employee representatives, and representatives of the Cal/OSHA immediately upon request.

New York

COVID-19 Prevention Plan Requirements in New York

The New York HERO Act requires employers to adopt an Airborne Infectious Disease Prevention Plan. The Plan must be tailored to the specific hazards in the industry and worksite.

The Plan must include a variety of elements, including but not limited to face coverings, social distancing, health screenings, hand hygiene, cleaning and disinfection, ventilation, and anti-retaliation provisions. 

Employers must provide the Plan to employees (1) within 30 days after it is adopted, (2) within 15 days after reopening after a period of closure due to airborne infectious disease, and (3) to newly hired employees upon hire.

The Plan must be also be posted in a visible and prominent location within each worksite. The Plan must also be included in any employee handbook. 

Oregon

COVID-19 Prevention Plan Requirements in Oregon

Oregon OSHA’s Rule Addressing COVID-19 Workplace Risks requires nearly all Oregon employers to implement an Infection Control Plan.

Under the rules, employers must conduct an exposure risk assessment, which must involve feedback and participation from employees (e.g., during an interactive safety meeting or similar interactive process). Employers with more than 10 employees in the state must document the assessment in writing.

Additionally, employers must implement an Infection Control Plan based on risks identified in the risk assessment. Employers may develop the plan by facility type rather than site-by-site as long as any site-specific information that affects employee exposure risk to COVID-19 is included in the plan. Employers with 10 or more employees must have a written Infection Control Plan and ensure a copy is accessible to employees.

Virginia

COVID-19 Prevention Plan Requirements in Virginia

The Virginia Standard For Infectious Disease Prevention: SARS-CoV-2 Virus That Causes COVID-19, 16 VAC 25-22 (Virginia Standard) requires covered employers to adopt an Infectious Disease Preparedness and Response Plan.

Under the Virginia Standard, all employers must conduct a workplace assessment to determine hazards and job tasks that could potentially expose employees to the SARS-CoV-2 virus or COVID-19 disease and classify every job task as very high, high, medium, or lower risk levels of exposure. 

Employers with (a) any employees classified as “high” or “very high” risk, or (b) 11 or more employees classified as “medium risk” must develop a written Infectious Disease Preparedness and Response Plan.

The Virginia Standard requires employers to designate a specific person (by name or title) responsible for administering the plan, and this person must be “knowledgeable in infection control principles and practices as the principles and practices apply to the facility, service, or operation.”  Employers also must provide for employee involvement in developing and implementing the plan.

The plan must address a variety of matters including, but not limited to (a) the risk of exposure associated with various workplaces and job tasks performed at the sites; (b) engineering, administrative, work practice, and personal protective equipment controls necessary to address the identified risks, and (c) contingency plans in the event of actual exposure to employees.

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