ArtsKC Wellness: Response Plan to COVID-19, March 2020

Re-entry plan updated June 22, 2020

& Modified December 2, 2020 for Missouri ArtSafe Certification

 

ArtsKC Wellness: Response Plan to COVID-19, March 2020

ArtsKC encourages sick employees to stay home:

  • ArtsKC encourages all employees who have symptoms of acute respiratory illness to stay home and not come to work until they are free of fever (100.4° F [37.8° C] or greater using an oral thermometer), signs of a fever, and any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants). Employees should notify their supervisor and stay home if they are sick.
  • ArtsKC has established sick leave policies that are flexible and consistent with public health guidance and are included in our Employee Handbook.
  • ArtsKC will confirm that all contractors that provide ArtsKC with contract or temporary services (including temporary employees) about the importance of sick employees staying home and encourage them to develop non-punitive leave policies.
  • ArtsKC does not require a healthcare provider’s note for employees who are sick with acute respiratory illness to validate their illness or to return to work, as healthcare provider offices and medical facilities may be extremely busy and not able to provide such documentation in a timely way.
  • ArtsKC maintains flexible policies that permit employees to stay home to care for a sick family member. Under emergency conditions we are aware that more employees may need to stay at home to care for sick children or other sick family members than is usual.

Separation of sick employees:

  • ArtsKC requires all employees who appear to have acute respiratory illness symptoms (i.e. cough, shortness of breath) upon arrival to work or become sick during the day to be separated from other employees and be sent home immediately. All sick employees should cover their noses and mouths with a tissue when coughing or sneezing (or an elbow or shoulder if no tissue is available).

 

ArtsKC emphasizes staying home when sick, using respiratory etiquette and hand hygiene by all employees:

  • Employees should clean their hands often with an alcohol-based hand sanitizer that contains at least 60-95% alcohol, or wash their hands with soap and water for at least 20 seconds. Soap and water should be used preferentially if hands are visibly dirty.
  • ArtsKC will provide soap and water and alcohol-based hand rubs in the workplace. ArtsKC will ensure that adequate supplies are maintained. ArtsKC will place hand rubs and sanitizer in multiple locations or in conference rooms to encourage hand hygiene.
  • Visit the coughing and sneezing etiquette and clean hands webpagefor more information.

 

Perform routine environmental cleaning:

  • ArtsKC routinely cleans all frequently touched surfaces in the workplace, such as workstations, countertops, and doorknobs. ArtsKC will use the cleaning agents that are usually used in these areas and follow the directions on the label.
  • ArtsKC will provide disposable wipes so that commonly used surfaces (for example, doorknobs, keyboards, remote controls, desks) can be wiped down by employees after each use.

 

Additional Measures in Response to COVID-19:

  • Employees who are well but who have a sick family member at home with COVID-19 should notify their supervisor and refer to CDC guidance for how to conduct a risk assessmentof their potential exposure.
  • If an employee is confirmed to have COVID-19, ArtsKC should inform fellow employees of their possible exposure to COVID-19 in the workplace but maintain confidentiality as required by the Americans with Disabilities Act (ADA). Employees exposed to a co-worker with confirmed COVID-19 should refer to CDC guidance for how to conduct a risk assessmentof their potential exposure.
  • ArtsKC will consider limiting all nonessential events and/or meetings. Utilization of video or voice conference calls is encouraged.
  • ArtsKC will consider tele-commuting or staggered attendance in office to reduce staff risk and exposure.

 

Advisement for employees before traveling:

  • Check the CDC’s Traveler’s Health Noticesfor the latest guidance and recommendations for each country to which you will travel. Specific travel information for travelers going to and returning from China, and information for aircrew, can be found at on the CDC website.
  • Employees should check themselves for symptoms of acute respiratory illnessbefore starting travel and notify their supervisor and stay home if they are sick.
  • Employees who become sick while traveling or on temporary assignment understand that they should notify their supervisor and should promptly call a healthcare provider for advice if needed.
  • If outside the United States, sick employees should follow your company’s policy for obtaining medical care or contact a healthcare provider or overseas medical assistance company to assist them with finding an appropriate healthcare provider in that country. A U.S. consular officer can help locate healthcare services. However, U.S. embassies, consulates, and military facilities do not have the legal authority, capability, and resources to evacuate or give medicines, vaccines, or medical care to private U.S. citizens overseas.

Employee Telecommuting Policy:

In an effort to provide the most effective way to combat the spread of the coronavirus is to reduce the frequency, proximity, and duration of contact between people, known as “social distancing.” ArtsKC may consider mandating that all employees work remotely, to the extent possible, as companies continue to monitor the outbreak. The telecommuting policy will be applied uniformly for all similarly situated employees. The telecommuting policy includes:

  • All nonexempt employees must continue to comply with the company’s timekeeping policies, create contemporaneous time records, and accurately record all working time. ArtsKC agreed-upon working hours are 9am- 5pm.
  • ArtsKC will have video conferences for regular staff and topic meetings based on our established schedule.
  • ArtsKC will use GoToMeetings, Google Hangouts, ZOOM, email, and phone to maintain contact with staff and constituents. Please confirm your understanding of all tools necessary to conduct daily business using these tools.

Please join my meeting from your computer, tablet or smartphone.
https://www.gotomeet.me/ArtsKC
You can also dial in using your phone.
United States: +1 (646) 749-3122
Access Code: 127-462-413
New to GoToMeeting? Get the app now and be ready when your first meeting starts:
https://global.gotomeeting.com/install/127462413

  • Employees should make every effort to plan ahead for video calls with GoToMeeting, ZOOM or Google Hangouts. Please use Google calendar to schedule and confirm meetings and calls.
  • ArtsKC will provide computers (or staff owned ArtsKC approved computers) for each employee. All devices will be equipped to support ArtsKC Google Chrome account with access to all needed files, software and email.
  • All ArtsKC employees should maintain their responsibility to safeguard confidential information even if teleworking from home.

ArtsKC will provide reasonable accommodations to qualified individuals with a disability to perform the essential functions of their job.

_______________________________________________________________________________________

ArtsKC Wellness: Response Plan to COVID-19, Re-entry plan updated June 22, 2020

& Modified December 2, 2020 for Missouri ArtSafe Certification

 

ArtsKC’s offices and gallery have been closed since March 24, 2020 due to the COVID-19 virus.  ArtsKC will reopen its offices to its employees effective June 22, 2020.  The gallery will not open to the public until a later date.  Staff members may invite a guest or guests for meetings in the space but the COVID-19 Protocols must be followed.  All guests must also log into the sign-in sheet in case contact tracing is required.  For meetings that will be held in the office of small groups or with outside individuals, the CDC guidelines must be followed.  These include the social distancing of six feet or more and the wearing of masks to protect staff members and visitors from the threat of the COVID-19 virus.

The specific procedures are detailed below:

 

For staff members:  

The office will be re-opened to staff members utilizing a staggered work schedule.  Working in the office must be coordinated with other staff members so that no more than three (3) staff members are in the office at any time.  Priority will be given for those staff members that need specific equipment in order to fulfill their respective duties, such as the electronic deposit of checks, check writing, meetings with key individuals. 

 

Floating spaces:  The Gallery and the Living Room Space are defined as floating spaces and can be scheduled for individual use or for small meetings by any staff member on a ‘first come, first served basis” by reserving the date(s) and time(s) on the “Office Space Calendar”.  To use this calendar, import the “Office Space Calendar” onto your calendar if you haven’t already done so, and use the “add guests” feature.  The use of one of these floating spaces will accommodate staff members that need to come in on a day in which others are already scheduled to be in the office.

This schedule will be maintained going-forward until a full public reopening is set.  This full public reopening is not scheduled to occur until sometime in 2021.  You are not required to work in the office as noted above but the guidelines must be followed to allow for social distancing.  If your job duties can be handled by continuing to work from home, please keep your supervisor notified of this decision.

All ArtsKC staff members must follow the Centers for Disease Control (CDC) and the Occupational Safety and Health Act of 1970 (OSHA) guidelines as recently published.  Links can be found here:

OSHA: OSHA Booklet

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

Some of the key components that must be followed are:

ArtsKC encourages sick employees to stay home:

  • ArtsKC encourages all employees who have symptoms of acute respiratory illness to stay home and not come to work until they are free of fever (100.4° F [37.8° C] or greater using an oral thermometer), signs of a fever, and any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants). Employees should notify their supervisor and stay home if they are sick.
  • ArtsKC has established sick leave policies that are flexible and consistent with public health guidance and are included in our Employee Handbook.
  • ArtsKC will confirm that all contractors that provide ArtsKC with contract or temporary services (including temporary employees) about the importance of sick employees staying home and encourage them to develop non-punitive leave policies.
  • ArtsKC does not require a healthcare provider’s note for employees who are sick with acute respiratory illness to validate their illness or to return to work, as healthcare provider offices and medical facilities may be extremely busy and not able to provide such documentation in a timely way.
  • ArtsKC maintains flexible policies that permit employees to stay home to care for a sick family member. Under emergency conditions we are aware that more employees may need to stay at home to care for sick children or other sick family members than is usual.

Separation of sick employees:

  • ArtsKC requires all employees who appear to have acute respiratory illness symptoms (i.e. cough, shortness of breath) upon arrival to work or become sick during the day to be separated from other employees and be sent home immediately. All sick employees should cover their noses and mouths with a tissue when coughing or sneezing (or an elbow or shoulder if no tissue is available).  A sick staff member must notify their respective supervisor so that contact tracing, if needed, can be done to mitigate the spread of the virus.

ArtsKC emphasizes staying home when sick, respiratory etiquette and hand hygiene by all employees:

  • Employees should clean their hands often with an alcohol-based hand sanitizer that contains at least 60-95% alcohol, or wash their hands with soap and water for at least 20 seconds. Soap and water should be used preferentially if hands are visibly dirty.
  • ArtsKC will provide soap and water and alcohol-based hand rubs in the workplace. ArtsKC will ensure that adequate supplies are maintained. ArtsKC will place hand rubs and sanitizer in multiple locations or in conference rooms to encourage hand hygiene.
  • Visit the coughing and sneezing etiquette and clean hands webpage for more information.

Personal Protective Equipment (PPE), Supplies and Guidelines

ArtsKC will provide PPE supplies such as alcohol-based hand wipes, disinfectant wipes, disposable gloves and disposable masks.  A mask is not required to be work by a staff members when working in their personal work area but must wear a mask when in any of the common areas outside of their personal work area or when meeting with others.   For common areas the following guidelines must be maintained:

Restrooms:  When using the restrooms, masks must be worn and all touched areas must be wiped down with disinfectant upon departing the restroom.

Kitchen:  Masks must be worn in the kitchen and the wearing of disposable gloves is recommended.  Employees must wash their hands before and after touching anything in the kitchen.  Food must not be shared unless it consists of individually wrapped items.  Common use of items such as coffee pots is strongly discouraged.  For safety reasons, staff members are encouraged to bring their own drink and food supplies.  Each staff member must load their own dishes into the dishwasher.  The dishwasher will be run each evening and dishes must be unloaded by a staff member wearing disposable gloves the following day.

Other Common Areas: Other common areas used require the wearing of a mask.  Any common areas touched, such as printers, work-surfaces, light switches, door handles (including the crash bar on the back door), handrails and the alarm keypad must be disinfected after you touch those surfaces.  Again, follow CDC guidelines, including social distancing guidelines when occupying common areas.

For Deliveries: In addition to the wearing of a mask when receiving a delivery, staff members are strongly encouraged to also wear disposable gloves.  Once the delivery is accepted, please place open and distribute the package(s) accordingly and then thoroughly wash your hands following CDC guidelnes.  Please inform the staff member that received the delivery that their package has been delivered and where they can locate it in the office.

All of the above procedures must be followed by staff members whether it pertains to their work time in the office or if they are meeting a guest or visitor to the office.

For Guests to the ArtsKC Offices or Gallery:  

For guests that are coming to the ArtsKC Offices or Gallery Space, the following procedures must be implemented by the staff member that has invited the guest(s).  Again, staff members must follow CDC guidelines and must follow the Missouri ArtSafe universal measures of:

  • Enhanced cleaning of the space and hand sanitization prior to and after visitation
  • Guests must wear protective face coverings
  • Guests must agree to answer the Health Screening questions asked by staff members
  • Guests must sign in to the Sign-In sheet provided with appropriate information in case contact tracing is required
  • Staff members should ensure that the space meets the social distance requirements of the municipality and provide as much public protocols, such as plexi-glass screens if the required social distance cannot be maintained

To this end, the staff member’s guest will sign in, answer the Health screening questions, put on a protective face covering as they enter the ArtsKC space.

 

Other notes of caution: Please avoid using other staff members’ phones, desks, offices or other work tools/equipment when possible. For the floating offices/spaces be very careful to wipe everything down with disinfectant after your use of this space.   Please discourage guests from using staff members’ equipment.  Ensure that all common areas are wiped down with disinfectant wipes after use.  Protective equipment, masks and disinfectant wipes will be readily available at the ArtsKC space for use.

As noted above, ArtsKC will revisit the conversation regarding full opening if it seems safe to do so and will comply with CDC guidelines.     

Thank you for your help and cooperation in returning safely to the office!