Approved by the Board of Trustees 7/22/21
NYS Safety Plan PDF
Physical Distancing To ensure employees comply with physical distancing requirements; we agree to do the following:
- Ensure 6 ft. distance between personnel unless safety or core function of the work activity requires a shorter distance. Any time personnel are less than 6 ft. apart from one another, personnel will wear acceptable face coverings.
- Tightly confined spaces will be occupied by only one individual at a time unless all occupants are wearing face coverings. If occupied by more than one person, will keep occupancy under 50% of maximum capacity.
- Post social distancing markers using tape or signs that denote 6 ft. of spacing in commonly used and other applicable areas on the site.
- Limit in-person gatherings as much as possible and use tele- or videoconferencing when possible. Essential in-person gatherings (e.g. meetings) should be held in open, well-ventilated spaces with appropriate social distancing among participants.
- Establish designated areas for pick-ups and deliveries, limiting contact to the extent
Common situations that may not allow for 6 ft. of distance between individuals. What measures will you implement to ensure the safety of your employees in such situations?
- Patrons may pick up materials that they have placed on hold at the drive-thru window or circulation desk.
- A cart by the staff door is available for deliveries in good weather, with instructions for an alternate entrance in inclement weather.
- Unvaccinated library visitors are responsible for continuing to wear a mask and practice social distancing, per CDC guidance.
- Staff will wear masks indoors, during their shift, when in contact with library visitors, or within 6 feet of other staff; unless they have provided written attestation to the Business/Operations Manager that they are fully vaccinated.
- Desk shields will remain in place at public service desks.
- Patrons and Staff should always maintain social distance and wear a face covering, as recommended by the CDC.
- During the drop-off of materials, social distancing markers will work to minimize the spread of COVID-19
- Signage will be posted with CDC guidelines regarding masks and social distancing for vaccinated/non-vaccinated individuals.
- The library will continue the long-standing library practice of protecting individual privacy and will not request proof of vaccination from members of the public. Staff who wish to discontinue wearing masks indoors must provide written attestation of their full vaccination status to the Business/Operations Manager.
- All visitors and staff are always welcome to wear a mask, regardless of vaccination status.
- Staff will not be required to police or intervene when vaccination status is unknown.
- Anyone who wishes to make an ADA accommodation request is directed to make a verbal or written request in advance to the director. Email: email@example.com or Phone: 518.477.7476.
General Physical Distancing Requirements for Public
- Visitors are encouraged (via signage) to practice social distancing (6 feet).
- Signage reminders about safety protocols are posted throughout the building and physical distancing markers are posted in high-traffic areas.
- Tables and Seating will be spread out to provide socially distanced optional space for visitors.
- Tutoring is considered a private relationship between a student’s family and tutor. Tutoring is allowed and meeting rooms may be used to encourage greater spacing between tables as available.
General Physical Distancing Requirements for Staff
- Staff will maintain 6 ft apart while in the library building, whenever possible.
- Signage reminders are posted throughout the building.
- Large meetings will have an optional remote participation option.
- Training: Staff have been trained in person regarding all safety protocols.
Face Covering Requirements for Public
- The Department of Health strongly recommends masks in indoor settings where vaccination status of individuals is unknown. Masks are optional for visitors who are fully vaccinated.
Face Covering Requirements for Staff
- After providing written attestation to Business Operations Manager, fully vaccinated staff are eligible to choose to stop wearing a mask indoors.
- Mask use outdoors is NOT required
- Training(s): Documentation of staff training will be in the Human Resources office and will be retained for a minimum of one year, or as required by law.
Entering/Exiting the Building for Visitors
- The exterior door will remain open in nice weather and will be placed on “auto sensor” during inclement weather for touchless entry.
- The interior door will remain open during mild weather.
- Upon entering the building, visitors will be reminded by signage and/or staff to use hand sanitizer upon entry.
- Signage regarding mask use will be posted on the front doors and throughout the building.
- Occupancy sensors have been installed which will indicate how many people are in the building, and in the children’s room (in addition to staff). Any occupancy limits will be determined based on Government Capacity Mandates, Virus Spread in Community, and Staffing Capacity.
- Signage is posted “Please Don’t Visit if You Are Sick. In the interest of your safety and others, please stay home if you have any symptoms, that include fever, cough, or shortness of breath. Quarantine for 14 days until symptoms are gone.”
Entering/Exiting the Building for Staff
- Employees will enter the building through the staff entrance located in the drive-thru window area using their individual key fob.
- Employees will sign in/out daily on a designated daily sheet located on an easel outside the Business and Operations Manager’s office.
- One person will be assigned daily to alarm the building (usually maintenance staff) and they will exit the building through the staff entrance located in the drive-thru window area.
- Signage Posted: “Feeling Sick? STOP. Stay Home when you are sick. If you feel unwell or have the following symptoms, please leave the building, and contact your healthcare provider. Then follow up with your supervisor. DO NOT ENTER if you have a fever, cough, shortness of breath”
Drive-Thru Window Physical Distancing
- Only one person can work in the drive-thru window workspace at a time.
Staff Workspaces which are shared (one person assigned per shift to each location)
- Employees will wipe down surfaces whenever they exit the work area.
- Shift supervisors will assign individual/rotating assignments and workspaces, a minimum of 6 feet apart.
- Plexiglass Sneeze Guards have been installed on public service desks.
How will you manage engagement with customers and visitors on these requirements (as applicable)?
- Material Lending & Returns
- Plexiglass sneeze guards have been installed on the public service desks.
- Wayfinding signage with physical distancing requirements and indicating where to stand in line are located at each public service desk.
- Signage regarding mask guidance is clearly posted in digital and physical spaces.
- Returns are accepted at the drive-thru window and circulation desk.
How you will manage industry-specific physical social distancing (e.g., shift changes, lunch breaks) (as
- Meal Breaks for Staff
- Lunch breaks may be taken in any “staff only” area as long as 6 feet is maintained between individuals.
- There will be at least one single-occupancy space designated for staff who wish to eat/take a break in solitude (currently the Hurr Room).
- An exterior break location is provided as an alternative option. An outdoor table and chairs are provided on the side of the building closest to the shed.
- Employees will be responsible for cleaning surface(s)/table(s) before and after eating with sanitizing wipes (located in the maintenance office, or disinfectant spray and paper towels (located in the maintenance office and staff break room).
- Eating is not permitted at any public workstation.
- Signage Posted in Staff Breakroom: “Please remember to disinfect before and after using me” (refrigerator, microwave(s), toaster, toaster oven, water cooler).
- Signage Posted in Staff Bathroom(s): “Slow the Spread of Germs. Cover your coughs and sneezes, stay home when you’re sick, wash your hands often.”
A. Protective Equipment. To ensure employees comply with protective equipment requirements, you
agree that you will do the following:
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.
What quantity of face coverings – and any other PPE – will you need to procure to ensure that you always have a sufficient supply on hand for employees and visitors? How will you procure these supplies?
- Gloves (Staples)
- Non-Medical Grade Face Coverings (Hill & Markes and Amazon)
- Face Shields (Vanguard Splash Shield)
- Hand Sanitizer (small spray bottle for each staff member, 2 Purell Stations, sanitizer pumps on each workstation). Santec Colors of Clean Cranberry Gel Alcohol Hand Sanitizer, CK Products Antiseptic Hand Rub Sanitizer, Clean All Mild Scent Hand Sanitizer Sanitizer, Mountain Falls Original Scent Advanced Hand Sanitizer
- Wipes (Diversey Oxivir Tb Wipes)
- Business and Operations Manager is responsible for monitoring supply and procurement. Extended lead time is expected for procurement and bulk purchasing will be implemented when supplies get to 50%.
- Visitors will be provided a non-medical grade face covering upon request.
- Non-medical grade face coverings are available for staff and stored in the maintenance room in the original packaging (one per shift). Employees may take a new mask home to wear for their next shift.
Face coverings must be cleaned or replaced after use or when damaged or soiled, may not be shared, and should be properly stored or discarded.
What policy will you implement to ensure that PPE is appropriately cleaned, stored, and/or discarded?
- Non-medical grade face coverings are stored in the maintenance room in original packaging.
- Staff Training- Documentation will be maintained for one year by the Business and Operations Manager.
- Trash cans are located by exit(s) for the disposal of soiled masks and gloves.
- Staff who wear reusable masks are required to clean them between shifts.
- Gloves are available and stored in the maintenance room
- Visitors who are wearing a visibly soiled face covering are provided a clean mask to wear.
Limit the sharing of objects and discourage touching of shared surfaces; or, when in contact with shared objects or frequently touched areas, wear gloves (trade-appropriate or medical); or, sanitize or wash hands before and after contact.
List common objects that are likely to be shared between employees. What measures will you implement to ensure the safety of your employees when using these objects?
- Computer and peripherals are shared resources. Employees will wipe down surfaces
whenever they exit the work area.
- If requested, employees will be provided individual use keyboards and mice.
- Scanners, phones, and workstation surfaces will be wiped down by the employee whenever they exit the work area.
- Instructions for cleaning technology are posted at each workstation. Staff are instructed to sanitize using disinfectant wipes at the beginning and end of each shift.
- Disinfectant and towels are available in each work area.
- Maintenance staff will clean, disinfect, and sanitize each work area at end of workday. Maintenance checklists are posted in each work area for am/pm cleaning/sanitization schedule. Maintenance staff will initial and date each task completed.
- Hand sanitizer is issued to staff members for personal, in-library use. Automated hand sanitizers are located by the front door and in the main library.
- Automated soap dispensers and automated paper towel dispensers are located next to every sink. Employees are trained to wash their hands frequently.
- Staff bathrooms are shared. Employees are strongly advised to wipe down the commode and sink (and other touchpoints such as door handles and light switches), prior to and after use, with disinfectant and paper towels. Instructions and supplies are in each staff restroom.
- Staff kitchen is shared. Employees are strongly advised to wipe down appliances (refrigerator, microwave, water bubbler, toaster, toaster oven) prior to and after use, with disinfectant and paper towels. Instructions and supplies are in the kitchen.
B. Hygiene and Cleaning. To ensure employees comply with hygiene and cleaning requirements, you
agree that you will do the following:
Adhere to hygiene and sanitation requirements from the Centers for Disease Control and Prevention (CDC) and Department of Health (DOH) and maintain cleaning logs on site that document date, time, and scope of cleaning.
Who will be responsible for maintaining a cleaning log? Where will the log be kept?
- Hygiene and sanitization protocols follow requirements from the Centers for Disease Control (CDC) https://www.cdc.gov/coronavirus/2019-ncov/index.html and Department of Health (DOH) https://coronavirus.health.ny.gov/home. All disinfectants used are EPA-registered. We follow the manufacturer’s directions for contact time and mixing for all disinfectants.
- Cleaning checklists are kept in the following areas: Youth Services, Library – Main, Offices/Technical services, Public Restrooms, Youth Service Restroom, and Staff Restrooms.
- Maintenance staff will clean these areas at least once per day and will mark the tasks as complete by initialing the form and adding the time completed.
- Completed sheets will be reviewed by Senior Maintenance and filed with the Head of Maintenance.
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.
Where on the work location will you provide employees with access to the appropriate hand hygiene and/or sanitizing products and how will you promote good hand hygiene?
- Staff are trained to frequently wash hands with soap and water for at least 20 seconds, in any of the available bathrooms/kitchen areas. Reminder signage is posted in various locations around the library.
- If soap and water are unavailable, staff are trained to use an alcohol-based hand sanitizer with at least 60% alcohol. Sanitizer is available at every workstation and at entrance/exit doors. Every employee is issued a bottle of sanitizer, which can be refilled by maintenance staff. Automatic hand dispensers are in the main library. Reminder signage is posted in various locations around the library.
- Handwashing posters are located next to each sink.
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.
What policies will you implement to ensure regular cleaning and disinfection of your worksite and any shared objects or materials, using products identified as effective against COVID-19?
- Daily cleaning checklists will be documented and kept indefinitely. Staff are trained/required to complete the cleaning checklist (name/date/time cleaned) at least 1x per shift. High contact areas will be cleaned more frequently, including the end of each business day.
- Cleaning protocols comply with CDC and DOH recommendations. EPA registered disinfectants as according to CDC are used.
- Filters MERV 11 or higher will be used.
- HVAC units will be set to maximum fresh air intake levels.
C. Communication. To ensure the business and its employees comply with communication requirements, you agree that you will do the following:
- 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 work site or area; 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.
Which employee(s) will be in charge of maintaining a log of each person that enters the site (excluding customers and deliveries that are performed with appropriate PPE or through contactless means), and where will the log be kept?
- By entering the facility, all staff, vendors, and members of the public are certifying that they have not been exposed to COVID or are not showing any COVID symptoms (based on the most up-to-date CDC guidelines). CDC guidelines will be posted at building entries and on the daily sign-in sheet. All staff and vendors must follow the posted building entry protocol as listed below:
- Document name with entry and exit time (daily sign-in sheets are located on an easel outside the Business and Operations Manager’s office.
- Physical distancing, face coverings, and hand washing signs are posted throughout the building.
- CDC cleaning recommendations are posted in the maintenance areas (6 Steps for Safe & Effective Disinfectant Use).
- Staff are required to report unsafe working conditions to the Library Director.
- The safety plan and subsequent updates will be posted on the staff intranet/collaborative software (TEAMS) and to the public via the library website. Hard copy is in the staff room.
If a worker tests positive for COVID-19, employer must immediately notify state and local health departments and cooperate with contact tracing efforts, including notification of potential contacts, such as workers or visitors who had close contact with the individual, while maintaining confidentiality required by state and federal law and regulations.
If a worker tests positive for COVID-19, which employee(s) will be responsible for notifying state and local health departments?
- Jill Dugas Hughes, Director [firstname.lastname@example.org] [518-477-7476] or Michael Poost, President, Library Board of Trustees are responsible for notifying state and local health departments.
- Employees must follow the steps below if:
- The employee is experiencing symptoms of Covid-19 (as explained by the CDC or as determined by the CDC Self-Check app) OR
- The employee (or someone in the employee’s household) has received a positive diagnosis of Covid-19 as a result of a Covid-19 test.
- Employee should contact supervisor as soon as possible.
- If at home, employee must stay home.
- If Diagnosed or ill with symptoms, employee must remain home and isolated for the time recommended by the CDC guidelines.
- If the employee is caring for, or has been exposed to the virus by someone who has been diagnosed, they must remain quarantined following the CDC guidelines (14 days)
- If the employee is in the workplace (or fails health screening), employee is to go home.
- Employee must follow CDC Recommended Steps and contact their physician for advice and/or testing.
- Employer will, as soon as possible after notification by employee, notify remaining employees of possible Covid-19 infection.
- Employer may not disclose name of ill employee unless the employee gives permission.
- Employees will be reminded of importance of following PPE and social distancing and hygiene requirements.
- Director and Business and Operations Manager will review Sign-In records and determine which employees may have experienced contact with the possible Covid-19 infected employee for a period of 2 days prior to first symptom onset. Note: This is irrespective of whether the person with COVID-19 or the contact was wearing a mask or whether the contact was wearing respiratory personal protective equipment (PPE).
- Once a list of potentially exposed staff/visitors have been identified, the Supervisor or Business and Operations Manager will notify particular staff and/or visitors of possible exposure.
- Those staff will be evaluated for symptoms, and sent home in accordance with CDC guidance.
- If exposed employees are asymptomatic employer may choose to follow alternate CDC guidance
- Employees who are required to quarantine are required to work from home as long as they are able. Any time off which is related to a quarantine requirement (as designated according to NYS law) will not need to use PTO (guidelines determined by NYS law).
- Employer (Director, Board President, Business and Operations Manager, Supervisor, or Covid-19 contact) will immediately, if possible, and no later than 24 hours from notice, notify local Health Department of possible/confirmed illness (it is likely that health care insurer will also do this).
- The library will assess areas for possible hazard in accordance with CDC guidance, and possibly close or restrict access to parts of the library. Deep cleaning will occur 24 hours after notification from employee.
- Staff will be notified via text or e-mail of applicable benefits for the time off due to cleaning, if applicable (if staff will not be in the building or are not part of cleaning protocol).
- Business and Operations Manager will document workplace diagnosis.
- If an employee tests positive for COVID-19, regardless of whether the employee is symptomatic or asymptomatic, the employee may return to work upon completing at least 10 days of isolation from the onset of symptoms or 10 days of isolation after the first positive test if they remain asymptomatic.
- If an employee has had close or proximate contact with a person with COVID-19 for a prolonged period of time AND is experiencing COVID-19 related symptoms, the employee may return to work upon completing at least 10 days of isolation from the onset of symptoms.
- The New York State Department of Health considers a close contact to be someone who was within 6 feet of an infected person for at least 10 minutes starting from 48 hours before illness onset until the time the person was isolated.
- The local health department should be contacted if the extent of contact between an individual and a person suspected or confirmed to have COVID-19 is unclear.
- Individuals who have been exposed to someone with confirmed or suspected COVID-19, who are not fully vaccinated or have not recovered from COVID-19 in the previous 3 months, are required to quarantine for 10 days after exposure. Testing is not required to end quarantine if no symptoms have been reported during the quarantine period. However, a test should be sought immediately if any symptoms develop during the 14 days after exposure.
- If an employee is symptomatic upon arrival at work or becomes sick with COVID-19 symptoms while at the workplace, absent close or proximate contact with a person with COVID-19, the employee must be separated and sent home immediately and may return to work upon completing at least 10 days of isolation from the onset of symptoms OR upon receipt of a negative COVID-19 test result.
- If an employee is symptomatic while not at work, absent close or proximate contact with a person with COVID-19, the employee may return to work upon completing at least 10 days of isolation from the onset of symptoms OR upon receipt of a negative COVID-19 test result.
- Employees must follow all COVID-19 travel restrictions and quarantine requirements as determined by New York State. If an employee chooses to travel against recommendations as determined by New York State, the employee include the quarantine requirements as part of the PTO request.
- Cleaning Protocols for a suspected or confirmed COVID-19 infection:
- In most cases, we do not need to shut down the building. If it has been less than 7 days since the sick employee has been in the building, 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.
- During this waiting period, open outside doors (if possible) to increase air circulation in these areas.
- If it has been 7 days or more 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 according to the CDC cleaning and disinfection recommendations:
- Clean dirty surfaces with soap and water before disinfecting them.
- To disinfect surfaces, use products that meet EPA criteria for use against SARS-Cov-2, the virus that causes COVID-19, and are appropriate for the surface.
- Always wear gloves and gowns appropriate for the chemicals being used when you are cleaning and disinfecting.
- You may need to wear additional PPE depending on the setting and disinfectant product you are using. For each product you use, consult and follow the manufacturer’s instructions for use.
- If the library receives notification of a Visitor or Staff member who have tested positive, the Director will notify the Staff, Board, and Community utilizing all emergency communication protocols (text, email, website, school closing network, social media, press release).
- The Director and Board will review each case and identify corrective actions, if any, that can be taken in the future.
A. Screening. To ensure the business and its employees comply with protective equipment requirements, you agree that you will do the following:
What type(s) of daily health and screening practices will you implement? Will the screening be done before employee gets to work or on site? Who will be responsible for performing them, and how will those individuals be trained?
- All staff must be health screened for COVID-19 symptoms, recent close contacts, and recent positive COVID-19 test result, prior to, or immediately upon, arrival to the library. Before entry, staff will conduct daily self-checks and a self-screening which is updated regularly to include new COVID health recommendations by CDC and NYS. Screening guidelines are posted in a designated location on the staff intranet as well as physical signage upon entry to the building. Staff are only required to share results of self-screening if results indicate symptoms consistent with COVID. They are required to notify their supervisor and Director as soon as possible.
- Shift leaders will be responsible for monitoring employees while at the library and will follow the steps listed above for employees who exhibit symptom(s) consistent with COVID-19 and will immediately notify the Director.
If screening onsite, how much PPE will be required for the responsible parties carrying out the screening practices? How will you supply this PPE?
- Workers may bring home one PPE at the end of a shift, so that they can put it on before entering the library at their next shift.
B. Contact tracing and disinfection of contaminated areas. To ensure the business and its employees comply with contact tracing and disinfection requirements, you agree that you will do the following:
- Have a plan for cleaning, disinfection, and contact tracing in the event of a positive case.
In the case of an employee testing positive for COVID-19, how will you clean the applicable contaminated areas? What products identified as effective against COVID-19 will you need and how will you acquire them?
- We follow cleaning guidelines found on the Cleaning and Disinfection for Community Facilities of the CDC website.
- Any area(s) used or visited by the ill person should be closed for 24 hours to the staff and public.
- We use EPA registered disinfectants listed in List N: Disinfectants for Use Against SARS-CoV-2
(COVID-19), as suggested by the CDC.
- Manufacturer’s recommended contact times will be used.
- A list of the disinfectants we use is available for public review at https://eglibrary.org/about/clean/
In the case of an employee testing positive for COVID-19, how will you trace close contacts in the workplace? How will you inform close contacts that they may have been exposed to COVID-19?
The Business and Operations Manager keeps a log of who was in the building each day with time ranges. Those who have had close contact with a person diagnosed with COVID-19 will be notified and directed to stay home and self-monitor for symptoms, and to follow CDC guidelines if symptoms develop, following appropriate CDC guidelines for home isolation.
Notification will be by phone, email and/or registered mail.
- Staff/Volunteer/Contractor contract tracing will be conducted by the Business and Operations Manager by using the daily sign-in sheets and by interviewing staff. The sheet will indicate who was in the building on a day and a time range.
- Those who have had close contact with a person diagnosed with COVID-19 will be notified and directed to stay home and self-monitor for symptoms, and to follow CDC guidelines if symptoms develop, following appropriate CDC guidelines for home isolation.
- Staff, Board, and Community will be notified as quickly as possible. Staff will be notified by phone/text, email, and a posted notification on the staff intranet/TEAMS. The board will be notified by email and/or phone. The community will be notified on the library website and through social media outlets to disseminate the non-personally identifiable information as quickly as possible.
Please use this space to provide additional details about your business’s Safety Plan, including anything to address specific industry guidance.
The East Greenbush Community Library belongs to the Upper Hudson Library System (UHLS). An UHLS ad hoc committee was formed to collect and disseminate COVID-19 information among member libraries, including recommendations for safe-reopening plans. Jill Dugas Hughes, Director, East Greenbush Community Library is a member of this committee.