Nicole Fae Covid Plan
COVID-19 Preparedness Plan
Our company is committed to providing a safe and healthy workplace for all our workers and our clients. To ensure we have as safe and healthy workplace, we have developed the following COVID-19 Preparedness Plan in response to the COVID-19 pandemic. Managers and workers are all responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces and communities, and that requires full cooperation among our workers, management, and our clients. Only through this cooperative effort can we establish and maintain the safety and health of all persons in our workplaces.
Management and workers are responsible for implementing and complying with all aspects of this COVID-19 Preparedness Plan. Our managers and supervisors have our full support in enforcing the provisions of this policy and we encourage our workers to ask questions, raise safety and health concerns and offer suggestions related to the plan and its implementation.
Our workers are our most important assets. We are serious about safety and health and keeping our workers working at our company. Worker involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our workers in this process by participating in discussions, training, and resources from the BCE, MDH, DL, DEED, OSHA and The Annex Beauty Association.
Our COVID-19 Preparedness Plan follows State of Minnesota Industry Guidance for our business, Centers for Disease Control and Prevention (CDC) Guidelines, federal Occupational Safety and Health Administration (OSHA) standards related to safety and health precautions required in response to COVID-19 and applicable executive orders. The plan addresses the following:
Policies and procedures that assist in the identification of sick workers and ensure sick workers stay home;
implementation of engineering and administrative controls for social distancing;
worker hygiene and source controls;
workplace building and ventilation protocols;
workplace cleaning and disinfecting protocols;
drop-off, pick-up and delivery practices and protocols; and
communications, training and supervision practices and protocols;
what clients can do to minimize transmission;
additional protections and protocols for receiving and exchanging payment;
additional protections and protocols for managing occupancy;
additional protections and protocols to limit face-to-face interactions; and
additional protection and protocols for distancing and barriers.
1. Policies and procedures that assist in the identification of sick workers and ensure sick workers stay home:
Workers have been informed of and encouraged to self-monitor for signs and symptoms of COVID-19. The following policies and procedures are being implemented to assess workers’ health status prior to entering the workplace and for workers to report when they are sick or experiencing symptoms:
1. We have established health screening protocols for workers at the start of each shift. We use the Minnesota Department of Health (MDH)’s Visitor and Employee Health Screening Checklist. Our workers are familiar with the following: www.health.state.mn.us/diseases/ coronavirus/facilityhlthscreen.pdf.
2. Workers with COVID-19 symptoms will be sent home immediately. If they cannot be sent home immediately, we will isolate in a closed room until they can be sent home. Workers who have been in close contact with a household member with COVID will not be at work until their quarantine period is finished.
3. We have established communication protocols and steps to take when workers have been exposed to COVID-19 in the workplace in the form of an incident report document.
4. We have designated an individual to maintain communication with and who gathers information from workers who may be ill, as to ensure the privacy of workers is maintained.
5. We have established worker sickness reporting protocols in the form of an incident report document.
6. We have established protocols for workers to return to work, following MDH Guidance. Our workers are familiar with the following: www.health.state.mn.us/ diseases/coronavirus/returntowork.pdf.
7. We have established a process to identify contact between infected workers and other workers who may have been exposed via our scheduling system. Our workers are familiar with the following: www.cdc.gov/ coronavirus/2019-ncov/community/guidance-businessresponse.html.
8. We have adjusted our sick leave policies to reflect the need for isolation and incentivize workers who are sick to stay home.
9. We provide accommodations for “high risk” and vulnerable populations using CDC’s People Who are at Higher Risk for Severe Illness. Our workers are familiar with the following: www.cdc.gov/coronavirus/2019- ncov/need-extra-precautions/people-at-higher-risk. html. Vulnerable workers are encouraged to self-identify. We avoid making unnecessary medical inquiries. We are particularly careful to reduce these workers’ risk of exposure.
10. We clearly communicate sick leave policies to all workers.
Our company has implemented leave policies that promote workers staying at home when they are sick, when household members are sick, or when they are required to isolate or quarantine themselves or a member of their household. We follow The MN Department of Labor and Industry guidelines for workers with underlying medical conditions or who have household members with underlying health conditions have been implemented and for various work protections. Our workers are familiar with the following: https://www.dli.mn.gov/sites/default/files/pdf/MN_worker_protections_related_to_COVID_19.pdf
Our company has also implemented a policy for informing workers if they have been exposed to a person with COVID-19 at their workplace and requiring them to quarantine for the required amount of time. In addition, a policy has been implemented to protect the privacy of workers’ health status and health information as recommended through the CDC. Our workers are familiar with the following: https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html
Our company adheres to CDC’s Response to Coronavirus Disease. Our workers are familiar with the following: https://www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html
2. Social distancing – maintaining six feet of physical distancing
Social distancing of six feet will be implemented and maintained between workers in the workplace through the following engineering and administrative protocols:
We stagger shifts and breaks; creating additional shifts and extend business hours when needed.
We evaluate traffic patterns to prevent over-crowding at entrances, in hallways, in the reception area, etc.
Limit gatherings of workers, especially in breakrooms.
We limit the number of people in restrooms to maintain 6’ feet of physical distancing.
Ensure physical distancing in workspaces, including at workstations, reception desk, etc.
Limit non-essential worker interaction.
Increase physical space between workers and guests, such as using curtains or partitions.
3. Worker hygiene and source controls
Worker hygiene and source controls are being implemented at our workplaces at all times with the following protocols:
We ensure workers regularly wash their hands and ensure handwashing and/or at least 60% alcohol-based hand-sanitizer facilities are readily available and stocked.
We provide recommended protective supplies, such as non-medical cloth masks, gloves, disinfectants, guards, shields, etc.
We have posted handwashing and “cover your cough” signs.
We encourage the use of source control masks, such as non-medical cloth masks.
We prohibit on-site food preparation and sharing.
We provide tissues for proper cough/sneeze etiquette and no-touch disposal receptacles.
4. Workplace building and ventilation protocols
Reopening the workplace includes necessary sanitation, assessment and maintenance of building systems including water, plumbing, electrical and HVAC systems. Our protocols are:
General Building Conditions: We assess the status and capacities of the utility-systems within the building (e.g. ventilation, water-supply, sewer, gas), as well as potential issues associated with vermin, molds, and mildew, prior to putting the building into an operational status.
We follow established protocols for starting mechanical, electrical, plumbing, life-safety, and other systems after non-use according to the authorities having jurisdiction.
We assess the building for indications of pest and vermin infestation and consult a pest-control professional as appropriate.
We follow CDC’s Guidance for Reopening Buildings After Prolonged Shutdown or Reduced Operation. Our workers are familiar with the following: www. cdc.gov/coronavirus/2019-ncov/php/building-water- system.html.
Ventilation System:
We’ve increased the outdoor air-percentage to increase dilution of contaminants, and eliminated recirculating, whenever possible, while maintaining indoor air-conditions.
We’ve improved central-air filtration to at least the MERV-13 or the highest compatible with the filter and have sealed the edges of filters to further limit by-pass around the filters.
We’ve replaced and upgraded air filters prior to re-occupancy.
We’ve run systems on full economizer as outside air- conditions allow.
We’ve consulted with an HVAC professional to ensure proper ventilation is maintained.
Our Day-To-Day Operations:
We continuously maximize fresh-air into the workplace and eliminate air recirculation.
We maintain relative humidity levels of RH 40-60%.
We keep systems running longer hours (24/7 if possible) to enhance the ability to filter contaminants out of the air.
We’ve added a flush cycle to the controls of the HVAC system, and run HVAC systems for 2-hours before and after occupancy.
We check and rebalance the HVAC system to provide negative air-pressure whenever possible.
We supplement ventilation-system with the use of portable HEPA filter units whenever possible.
We minimize air-flow from blowing across people. *Please inquire about our blow-drying protocol.
We’ve consulted with an HVAC professional or the American Society of Heating, Refrigerating and Air-Conditioning Engineers to ensure proper ventilation is provided, and ventilation-systems are properly maintained. Our workers are familiar with the following: www. ashrae.org/technical-resources/resources.
5. Workplace cleaning and disinfection protocols
Regular housekeeping practices are being implemented, including routine sanitizing of the workplace and frequent sanitizing of high-touch areas. Workers have been instructed that personal equipment and tools should not be shared and, if shared, should be disinfected between users. Here are our protocols:
We routinely clean and disinfect all areas, such as stations, restrooms, changing rooms, common areas, shared electronic equipment, tools, controls, etc.
We frequently clean all high-touch items, such as doorknobs, countertops, railings, handles, light switches, and other surfaces.
Personal equipment, tools and phones should not be shared or, if shared, are disinfected after each use.
We implement routine cleaning and disinfecting of the workplace if a worker, guest, or visitor becomes ill with COVID-19.
We select appropriate and ensure the needed supply of disinfectants – consider effectiveness and safety, such as products on the EPA N List (a list of products that meet EPA’s criteria for use against SARS-CoV-2.)
We review product labels and material safety data sheets, follow manufacturer specifications and use required personal protective equipment for the product.
We maximize fresh air into the workplace, limit air recirculation, and properly use and maintain ventilation systems. *Please inquire about our blow-drying protocol.
We take steps to minimize airflow from units blowing across people and consider the use of portable HEPA filter units.
Appropriate and effective cleaning and disinfectant supplies have been purchased and are available for use in accordance with product labels, safety data sheets and manufacturer specifications, and are being used with required personal protective equipment for the product. We use this checklist provided by the MN BCE to ensure our space is clean and disinfected, daily:
https://mn.gov/boards/assets/Self%20Inspection%20checklist%20JAN%202020_tcm21-44046.pdf
6. Drop-off, pick-up and delivery practices and protocols:
1. We receive deliveries via a contactless method.
2. We provide for contactless deliveries that promote for delivery at a doorway, where we maintain a distance at least 6-feet away while verifying receipt of the delivery between the worker and the delivery person. We conduct transactions electronically to eliminate the need for close contact between workers and delivery personnel.
3. We maintain a distance 6-feet or greater from others during interactions while receiving or exchanging deliveries.
4. We minimize the unnecessary exchanging or sharing of scanners, pens, or other tools with delivery personnel.
7. Communications, training and supervision practices and protocols:
This COVID-19 Preparedness Plan was communicated via online to all workers prior to June 1, 2020 and necessary training was provided. On-going webinars are being conducted to inform staff and keep us updated on State and Federal guidelines. Managers and supervisors monitor how effective the program has been implemented by using the DLIP COVID-19 protocol checklist. Management and workers work through this new program together and update the training when necessary. This COVID-19 Preparedness Plan has been certified by our company and was posted throughout the workplace prior to June 1, 2020. It will be updated as necessary.
8. What clients can do to minimize transmission of COVID-19, protocols:
1. We advise clients to conduct a self-check of their body temperature the day of their appointment or reservation.
2. We limit the number of persons accompanying the client during appointment.
3. We have posted signage and have developed messaging that if clients do not feel well or have any symptoms compatible with COVID-19, they should stay home. They should also stay home if they have a household member experiencing symptoms compatible with COVID-19. Our workers are familiar with the following: What to Do if You are Sick or Caring for Someone Who is Sick. www.cdc.gov/ coronavirus/2019-ncov/if-you-are-sick/index.html.
4. If clients begin to feel unwell while in the workplace, they should leave immediately and isolate themselves at home. Our workers are familiar with the following: CDC’s Interim Guidance for Businesses and Employers Responding to Coronavirus Disease 2019 (COVID-19), May 2020, www.cdc.gov/ coronavirus/2019-ncov/community/guidance-businessresponse.html.
5. We are asking clients to review a screening survey that checks for COVID-19 symptoms, close contacts with confirmed cases and quarantined cases, and recent out of continent travel. The questions would be the same as those completed by workers. MDH’s Visitor and Employee Health Screening Checklist (www.health.state. mn.us/diseases/coronavirus/facilityhlthscreen.pdf).
6. We encourage clients to regularly wash and/or sanitize their hands.
7. Limit the equipment, products, or items touched by the customer or client while in workplace.
8. We are asking clients to wear a face covering or mask, other than when outside, unless not recommended for health or physical ability reasons. Cloth face coverings are NOT a substitute for maintaining a physical distance of 6-feet from other people. Our workers are familiar with the following CDC guidance on cloth face coverings: www.cdc.gov/coronavirus/2019-ncov/prevent-gettingsick/diy-cloth-face-coverings.html. *for services that can NOT be performed with a client wearing a mask, the service provider MUST wear a face mask AND a face shield
9. We make sure each piece of equipment used is wiped down before and after each use by a customer or client and dispose of the wipe accordingly.
9. Additional protections and protocols for receiving and exchanging payment:
1. Contactless payment will be used whenever possible. We utilize an electronic fund-transfer service or credit-card payment method that allows the client to fully initiate and complete the payment transaction remotely, or while separated from the worker.
2. When contactless payment is not possible, payment is made in a manner that allows for at least 6-feet of distance between the worker and client.
3. During check-in and check-out, the configuration at the payment stations, and the space between the worker and the client allows for physical distancing of at least 6-feet, or a physical barrier must be installed.
4. We have installed barriers of sufficient dimension and appropriate material, e.g. Plexiglass or taut heavy plastic curtains stretched and secured, as necessary, to protect worker at the check-in and check-out counter.
10. Additional protections and protocols for managing occupancy:
1. We have reduced occupant capacity, not to exceed 25%, necessary to allow for the required social distancing.
2. We limit the number of clients allowed within the business at one time.
3. We limit the number of children allowed within the business at one time.
4. We see clients by appointment or reservations only – and do not allow walk-ins.
5. Only clients receiving the service can be present in the workspace unless the client is a minor or requires supervision or assistance.
6. We advertise and talk about our protocols so that current and potential clients are aware of changes.
7. We advise clients of the added COVID-19 precautions that will be taken prior to arrival at the site. We’re using a website, social media, pre-appointment phone calls and confirmations, and other outlets to educate clients on the steps being taken for their protection and the protection of workers.
8. We encourage clients of “high risk” to consider postponing from the service. Persons who may be at higher risk for severe illness should consider delaying seeking or providing these services. Our workers are familiar with the following: www.cdc. gov/coronavirus/2019-ncov/need-extra-precautions/ people-at-higher-risk.html.
9. We have posted signage at the business entrance outlining established protocols.
10. Advise clients to conduct a self-check of their body temperature on the day of their appointment.
11. We email or text a screening survey on the day of the appointment/reservation and/or post screening questions at the establishment.
12. We have the clients respond to the screening survey questions upon arrival and check-in and verify that they have read the screening-survey and can respond “no” to all questions.
13. Any client that appears to be sick or symptomatic, will be declined services and advised to leave the facility.
14. We collect the client’s first and last name, telephone number, and record appointment date and time when providing a service. This is to ensure that the client can be contacted in the event a potential exposure is subsequently identified.
15. We schedule appointments for longer than their typical duration to minimize the congregation of clients waiting, and to allow for ample time to disinfect.
11. Additional protections and protocols to limit face-to-face interactions:
1. Workers must always use a face covering when working with a client. Our workers are familiar with the following CDC Use of Cloth Face Coverings to Help Slow the Spread of COVID-19: www.cdc.gov/ coronavirus/2019-ncov/prevent-getting-sick/diy-clothface-coverings.html.
2. We require clients to wear face coverings unless unable to wear a face covering for medical reasons or physical ability. The use of face-coverings with loops around the ears are beneficial for hair services.
3. We encourage clients can bring their own face coverings or offer face coverings for use.
4. We have established a protocol for clients who refuse to wear a face covering where wearing a face covering is possible. Businesses should consider not providing services under these circumstances when workers and other clients cannot be protected.
5. If the service being performed requires the removal of the client’s face covering, or the client is unable to wear a face covering, additional measures must be implemented to further protect both the worker and the client, such as face shields.
➤ A face covering, and face shield must be worn by the worker under these circumstances.
➤ If service that involves face-to-face interaction cannot be performed with a face covering and face shield, then services should not be performed.
6. Additional work practices to reduce face-to-face interaction may include:
➤ Standing to the side or behind the customer/ client as much as possible
➤ Incorporating barriers, screens, partitions or curtains
➤ For Manicures/Pedicures: We may install a plastic partition between the worker and the client with ample space cut out where the hands/feet can be slide through and allow for a manicure/pedicure to be conducted.
7. We have evaluated services that involve a face-to-face interaction to determine if they can be done in an alternative way. We will decline services if adequate protective measures cannot be implemented.
12. Additional protection and protocols for distancing and barriers
1. We provide hand sanitizer at the entrance, point of purchase, and prominent locations for clients.
2. Our check-out areas and other areas of congestion are marked to provide for social distancing of at least 6-feet, including floor markers for distance, lane lines and marking of adjacent areas where clients may be waiting for business access.
3. The space, configuration and flow of our establishment has been evaluated to allow for physical distancing of 6-feet by all workers and clients.
4. The products for sale are stored and maintained in “the back”. A limited number of products are maintained “on display” for clients. Workers “fill” orders for clients “from the back”. Display products/testers are sanitized regularly.
5. Our merchandise return policies accommodate sanitation and/or delay of restocking the product.
6. We post instructions for clients at entrances and inform clients:
➤ Not to enter if they are experiencing symptoms;
➤ About our facility’s occupancy limits;
➤ They are required to wear face-coverings whenever possible; and
➤ They are required to adhere to hygiene and social distancing instructions, signage and markings.
Certified by: Nicole Fae LLC