Appendix A1 - COVID-19 Workplace Safety and Reentry Framework Rev 1.3 3-17-2022.pdf

COVID-19 Workplace Safety and Reentry Plan 10200.246

Revision 1.3 Effective Date 03/17/2022

Contact Person Sean Whalen Review Date 12/01/2022

The official version of this document is maintained electronically in ServiceNow. All other copies are considered unofficial and may not be current.

COVID-19 WORKPLACE SAFETY

AND REENTRY FRAMEWORK

Table of Contents

1.0 CHANGE HISTORY

2.0 PURPOSE

3.0 SCOPE AND APPLICABILITY

4.0 GUIDING PRINCIPLES

5.0 COMMUNICATION

6.0 OPERATING STATUS

7.0 APPROACH TO REENTRY

7.1. Reentry and Position Work Categories

7.2. Reentry Timeline

7.3. Levels of Community Transmission at DOE Sites

8.0 HEALTH AND SAFETY PROTOCOLS – PEOPLE

8.1. Employee COVID-19 Attestation, Screening, and Testing Protocol

8.2. Employee Masking Protocol

8.3. Visitors – COVID-19 Specific Guidelines

8.4. High-risk Populations

8.5. Hygiene

8.6. Shared Spaces

8.7. Physical Distancing

8.8. Symptom Monitoring

8.9. Quarantine and Isolation

8.10. Management of On-site COVID-19 Cases

8.11. Confidentiality

9.0 HEALTH AND SAFETY PROTOCOLS – FACILITIES AND OPERATIONS

9.1. Construction Activities

9.2. Elevators

9.3. Emergency Actions

9.4. Meetings, Events, and Conferences

9.5. Travel

9.6. Dining/Vending Area

9.7. Ventilation and Air Filtration

10.0 APPROVAL RECORD

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1.0 CHANGE HISTORY

Revision Update: On January 13, 2022, the DOE released revised guidance regarding the reentry timeline and implemented additional face covering requirements. Those updates are included in revision 1.0. Revision 1.1 includes additional reporting requirements for those who have tested positive for COVID-19 or been in close contact with someone who has. On February 28, 2022, the Safer Federal Workforce Task Force issued FAQs adopting revised CDC guidelines for community levels and mask-wearing. On March 8, 2022, DOE incorporated the task force recommendations via DOECAST. The Laboratory’s modifications to its Framework are included in Revision 1.2, and are effective upon date of approval. Revision 1.3 includes updated meeting attendance guidance from DOE.

2.0 PURPOSE

The health and safety of the Ames Laboratory workforce, subcontractors, visitors, and the public is the Laboratory’s highest priority. Ames Laboratory and the Department of Energy (Department or DOE) are committed to addressing essential work requirements and reentering employees safely to the workplace consistent with best public health practices. The Laboratory’s paramount concern is the health and safety of all individuals. Given this, the Laboratory may implement COVID-19 mitigation measures that go beyond recommended CDC guidance regarding face masks, testing and vaccine attestation.

As set forth in the January 20, 2021, Executive Order 13991 “Protecting the Federal Workforce and Requiring Mask-Wearing,” and the September 9, 2021, Executive Order 14043 “Requiring Coronavirus Disease 2019 Vaccination for Federal Employees*” the policy of the Federal Government is “to halt the spread of coronavirus disease 2019 (COVID-19) by relying on the best available data and science-based public health measures”. This Framework has been adopted from the DOE COVID-19 Workplace Safety and Reentry Framework, and updated periodically based on current DOE guidance.

This Framework outlines the requirements to protect the health and safety of the workforce for a safe reentry to Ames Laboratory facilities, as well as the reentry schedule for the safe accomplishment of the Laboratory’s mission in a COVID-19 environment. The Framework is a living document that will be updated as needed to account for changing COVID-19 conditions, Safer Federal Workforce Task Force guidance, and CDC guidelines.

*NOTE: While some aspects of the Federal requirements remain under litigation, the requirements outlined in this framework are considered current and enforceable.

3.0 SCOPE AND APPLICABILITY

This Framework replaces all previous versions of the Ames Laboratory COVID-19 Health and Safety Plan, and provides overall Ames Laboratory and DOE requirements and guidance for the development of necessary site/facility plans. The Laboratory will update site/facility plans as appropriate to ensure compliance with this overarching COVID-19 Workplace Safety and Reentry Framework.

The safety principles in this Framework document apply to Federal employees, contractors, and persons entering or working at Ames Laboratory facilities. The principles presented here establish a minimum level for workplace safety and are aligned with current CDC guidance and established public health best practices, based on evolving understanding of the pandemic. These principles will be reassessed over time, as conditions warrant. This document is not meant to be exhaustive, and additional program or site/facility controls will be developed as needed. The Ames Laboratory safety and reentry framework will build upon these principles and be tailored as appropriate for mission requirements and facility status.

https://www.energy.gov/covid/articles/covid-19-workplace-safety-and-reentry-framework

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The reentry principles and timeframes in this Framework document apply to Ames Laboratory personnel. The Laboratory, and ISU, if applicable, will satisfy collective-bargaining and labor-management relations obligations before finalizing site/facility reentry plans. Site/Facility safety and reentry plans will discuss the specific protocols for reentry and will be reviewed by the Ames Site Office (AMSO).

This Framework requires Ames Laboratory to begin the process of identifying mission work currently not being performed or being performed offsite, determining which of those functions are better performed onsite, and timing the return of these employees to the workplace. Ames Laboratory will conduct an orderly reentry to the workplace where employees will return in waves to the physical workplace. During this process, Laboratory employees will continue to work under their current work schedules until directed to return to the physical workplace aligned with the timeframe for their position’s work category as set forth in this document. The Laboratory will use the guidelines in this document to refine their plans and prepare sites for the workforce who will return onsite.

4.0 GUIDING PRINCIPLES

• We will protect the health and welfare of employees and their families, students, visitors, subcontractors, and collaborators.

• We will ensure the safety and security of Laboratory personnel, facilities, and equipment as we transition to full operations.

• We will resume work and research activities based on data that indicate it is safe to initiate a phased transition.

• We will provide clear and transparent communication with Laboratory, ISU, and DOE personnel throughout the transition process regarding actions, activities, and decisions.

5.0 COMMUNICATION

Communication of on-going recovery and workplace safety activities is critical for enhancing staff confidence that full operation will be achieved, but only when it is safe to do so. It is also crucial to ensure staff employ operational changes designed to protect health and limit disease spread and understand the criteria for returning to on-site work, their role in maintaining safe and healthy interactions, and the importance of preventing a resurgence of infections which may cause further disruptions. Information must be provided regularly to ISU and DOE regarding Laboratory status.

• Communications will be delivered to Laboratory staff through Director’s Messages, the Insider, ESH Newsletter, email, and virtual all-hands meetings. Posters and flyers may also be utilized to reinforce messaging.

• Communication targeting infection mitigation strategies (hand washing, physical distancing, wearing of face coverings, reporting symptoms, and vaccinations) will be provided to all staff.

• Information will be shared frequently with ISU, AMSO representatives, and other DOE entities as requested.

• Postings and signage describing COVID-19 levels and corresponding safety protocols will be maintained at the entrances to Laboratory buildings.

6.0 OPERATING STATUS

The Laboratory, at the direction of DOE, continues to maximize the use of telework until the reentry of each work category. During this period, those individuals whose key duties or work activities are required to be performed onsite will be allowed physical access to Laboratory sites and facilities. Individuals who are in work

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categories not yet directed to return to the physical workplace should continue to telework until they are notified of their work category and the date by which their work category is to return.

7.0 APPROACH TO REENTRY

In addition to ensuring the health and safety of Ames Laboratory employees, subcontractors, visitors, and the public, the Laboratory’s approach to reentry and the post-reentry work environment is focused on mission accomplishment and sustainability. The approach incorporates values to shape a future workplace that achieves a reduced carbon footprint, improves recruitment and retention, reduces facility costs, and creates a better work-life balance without negatively impacting mission delivery. Ames Laboratory is committed to creating a flexible and agile workforce that is better able to respond to local and world events and that highlights DOE, Ames Laboratory, and ISU core values and principles of diversity, equity, inclusion, and accessibility.

Considering the evolving future work environment, Ames Laboratory will conduct an orderly reentry of staff to the workplace through a phased return to the physical workplace. To facilitate this process, this Framework outlines the timeframes for employees to reenter the physical workplace based on the work category and key duties of an employee’s position as defined below. The Laboratory will coordinate with the Ames Site Office in the development of a specific reentry plan, which is to be aligned with the principles and requirements of the DOE Framework.

The COVID-19 pandemic forced changes to our workplace. Many Ames Laboratory staff have learned how to perform the functions of their job in a new way during a difficult time, meeting the challenges head-on. Ames Laboratory has demonstrated that we have been able to carry out our mission effectively. Accordingly, we now have an opportunity to revisit how we were operating prior to the pandemic and leverage lessons learned during the pandemic to integrate telework and remote work into our workforce plans. As we look to the future, the Laboratory and ISU is encouraging programs to strategically leverage workplace flexibilities such as telework, remote work, and alternative/flexible work schedules as tools to help attract, recruit, and retain the best possible workforce.

7.1. Reentry and Position Work Categories

This Framework is informed by the feedback gathered from our workforce through varied means, including surveys, listening sessions and All-hands meetings, and direct questions to the COVID team.

Our approach allows supervisors to determine the right mix of onsite work and telework for offices based on mission needs and in accordance with Laboratory values. While this framework focuses on reentry to the workplace, the Laboratory recognizes that many employees may be authorized to telework a greater percentage of their time post-reentry than they did before the COVID-19 outbreak based on the experience gained during this pandemic.

Ames Laboratory positions are divided into three main work categories:

• Site Critical: Most or all key duties must be performed onsite (e.g., site safety and security activities, onsite mission essential scientific research and national security activities, facility and infrastructure maintenance activities, direct support to on-site scientific research activities, occupational medicine activities, etc.)

• Site Flexible: Some key duties or work activities are required to be performed onsite (e.g., project oversight, onsite inspections, improved efficiency of mission essential work, etc.).

• Site Optional: Most or all key duties can be performed effectively and efficiently from a remote location.

The official version of this document is maintained electronically in ServiceNow. All other copies are considered unofficial and may not be current.

7.2. Reentry Timeline

The Laboratory will provide a minimum of 30 calendar days advance notice to employees of the reentry categories and applicable reentry dates before all employees are allowed to return to the physical workplace. On or before an employee’s directed return date, employees must determine if they will resume a pre-COVID-19 work schedule or establish a new work schedule that has been reviewed and approved by their supervisor. A return date and timeline specific to Ames Laboratory employee reentry is outlined below. To ensure an orderly reentry process, employees cannot return onsite earlier than the date established for their work category unless the site conditions warrant voluntary reentry, and/or they have received supervisor authorization prior to the reentry date. Requests for additional flexibility related to the return date must be approved by their supervisor. Extenuating circumstances that may prevent an employee from returning onsite will be handled on a case-by-case basis with approval by the supervisor and/or HR. On the return date for each work category:

• Weather and Safety Leave for non-telework eligible positions will no longer be in effect for COVID-19 purposes.

• Any previous “self-identification” designations restricting onsite return will no longer be applicable.

• Evacuation orders are considered rescinded and excused absence for caregiving will no longer apply.

When Laboratory employees in the Site Optional position category reenter the workplace on their return date, the final wave of Ames Laboratory’s and DOE’s workplace reentry will have been completed. At that time, contingent upon any necessary updates to this Framework or new guidance from the Safer Federal Workforce Task Force, unrestricted staffing at Ames Laboratory worksites can resume. See the Reentry Timeline Table below.

Position Category Return Date Category Description

Site Critical 2/14/2022 Most or all key duties must be performed onsite.

Site Flexible 2/28/2022 Some key duties or work activities are required to be performed onsite.

Site Optional 3/14/2022 Most or all key duties can be performed effectively and efficiently from a remote location.

Most Ames Laboratory employees who have been on-site, either regularly or periodically, over the past several weeks fall into the first two categories, and are expected to continue to access the Laboratory based on current protocols such as daily independent wellness checks, vaccine attestation or testing, and transmission prevention measures (masking, social distancing, etc.). Employees identified as Site Optional will be provided instruction regarding reentry.

7.3. Levels of Community Transmission at DOE Sites

In applying COVID-19 workplace safety protocols connected to levels of community transmission, such as masking and social distancing, in a given area, Ames Laboratory will reference the CDC COVID-19 Community Levels. The Laboratory is located in Story County.

https://www.cdc.gov/coronavirus/2019-ncov/science/community-levels.html https://www.cdc.gov/coronavirus/2019-ncov/science/community-levels.html

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Ames Laboratory assesses transmission rates in a given area at least weekly to determine proper requirements. The community level in Story County (LOW, MEDIUM, or HIGH) dictate protocols (described below), which are consistent with CDC guidelines and guidance from the DOE and Safer Federal Workforce Task Force as soon as operationally feasible.

8.0 HEALTH AND SAFETY PROTOCOLS – PEOPLE

8.1. Employee COVID-19 Attestation, Screening, and Testing Protocol

When the COVID-19 Community Level is LOW there is no attestation, screening, or testing requirements.

Consistent with CDC guidance, site screening testing programs will be voluntary for unvaccinated employees when the COVID-19 community level is LOW. Unvaccinated employees are highly encouraged to continue testing weekly. Also, onsite support service contractors and visitors will no longer be required to show proof of a negative COVID-19 test when entering a DOE facility when the COVID-19 community level is low.

When the COVID-19 Community Level is MEDIUM or HIGH the following applies:

Consistent with current Federal guidance, Ames Laboratory is required to ask about the vaccination status* of Ames Laboratory employees, onsite subcontractors, and visitors to a DOE site/facility. The method the Laboratory will use to ask about vaccination status will vary depending on the individual’s position as a Laboratory employee, subcontractor, or visitor. In all cases, the Laboratory will comply with applicable Federal laws, including requirements under the Privacy Act and the Paperwork Reduction Act, and any applicable collective bargaining obligations.

When applicable, based on Community Level, Ames Laboratory employees are required to attest to their vaccination status. All employees, if requested to do so, must complete the attestation form. The form requires the employee to provide the following information:

o I am fully vaccinated o I am partially vaccinated o I am not vaccinated o I prefer not to answer

For purposes of its safety protocols and in accordance with CDC guidance, the Laboratory considers a person fully vaccinated for COVID-19 two weeks after they have received the requisite number of doses of a COVID-19 vaccine approved or authorized for emergency use by the U.S. Food and Drug Administration or that has been listed for emergency use by the World Health Organization. For Pfizer- BioNTech, Moderna, or AstraZeneca/Oxford, Novavax fully vaccinated is 2 weeks after an employee has received the second dose in a 2-dose series. For Johnson and Johnson (J&J)/Janssen, fully vaccinated is 2 weeks after an employee has received a single-dose.

*NOTE: At this time, pending litigation at the Federal level, there is no requirement that Laboratory personnel be vaccinated, or provide proof of vaccination, only to provide an answer on the attestation form. When the COVID-19 Community Levels is MEDIUM or HIGH, refusal to complete the attestation

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form will result in mandated COVID-19 safety protocols such as required masking, social distancing, and testing.

Vaccination Attestation information and an FAQ is available in the ServiceNow Knowledge Base.

Ames Laboratory has established a COVID-19 screening program for employees who require site access and are not fully vaccinated for COVID-19, or who decline to provide information about their vaccination status. For those individuals, enrollment in the Laboratory’s COVID-19 screening program is mandatory and the person must be tested at least once a week. If appropriate, employees must use the Reasonable Accommodation process to address any disability or religious issue that may prevent them from taking a COVID-19 test. Employees may use any COVID-19 viral test, such as a PCR or antigen test, that has been authorized by the Food and Drug Administration to detect current infection. Any test utilized must include a report that documents the test result and can be provided to the employee who was tested, Occupational Medicine, or both. If the test results are provided directly to the employee, the employee must promptly forward the results to Occupational Medicine.

COVID-19 screening tests are intended to identify asymptomatic or pre-symptomatic individuals without known or suspected exposure to COVID-19. Individuals who are entering an Ames Lab facility and attest to being fully vaccinated generally do not need to undergo COVID-19 testing. Individuals who are not reporting to the physical workplace (i.e. working remotely or located primarily in ISU space) will not be tested unless they access Ames Laboratory buildings. Such individuals must have a negative test result within three days of entry to Ames Laboratory buildings.

Free COVID-19 testing is available to employees through Iowa State. Therefore, cost of COVID-19 testing for Ames Laboratory staff in the DOE’s COVID-19 screening program will not be covered by the Laboratory. Employees who are part of DOE’s COVID-19 screening program can be tested during their duty hours. As such, the time the staff member spends obtaining a test (including travel time) is considered duty time (i.e., there is no need to use administrative leave). In most circumstances, staff will be authorized no more than one hour to travel to an approved testing site, complete testing, and return to work. Access to Ames Laboratory will be restricted if they have not obtained a test in accordance with DOE procedures. If an employee’s job duties require them to be on site, the individual is responsible for meeting established testing requirements and reporting the results to Occupational Medicine on a weekly basis.

Ames Laboratory staff may receive testing or test kits at a number of locations. Details regarding testing requirements will be provided to individuals who choose testing in lieu of vaccination or disclosure.

Employees are strongly encouraged to seek testing if symptomatic, or if they have been in close contact with an infected person.

Staff are required to inform their supervisor and Occupational Medicine if they test positive for COVID-19, or if they have been in close contact with someone who has tested positive.

Employees may contact the Occupational Medicine Office (om@ameslab.gov) for current information on testing options or where to be tested.

https://now.ameslab.gov/sp mailto:om@ameslab.gov

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8.2. Employee Masking Protocol

As has been the case throughout the pandemic, DOE and Ames Laboratory will take a measured, methodical approach in implementing the new guidance to facilitate a continued safe return. With this in mind, masks may still be required in those situations where groups of 2 or more people are interacting within three feet of one another for at least fifteen minutes.

When the COVID-19 Community Level is LOW or MEDIUM there is no mask requirement, regardless of vaccination status, except when groups of 2 or more people are interacting within three feet of one another for at least fifteen minutes.

When the COVID-19 Community Level is HIGH the following applies:

Based on information from the CDC COVID-19 Community Levels site, federal facilities located in areas designated as “high” must require all Federal workers, contractors, subcontractors, and visitors to wear a face mask indoors regardless of vaccination status.

During periods of HIGH community levels, individuals entering Ames Laboratory spaces are required to wear a mask while in Ames Laboratory buildings and in leased space, including all public and work areas within a building (e.g., garages, hallways, snack bars, cafeterias, elevators, and restrooms). To ensure compliance, signage will be posted throughout all sites, especially entrances, to remind individuals of the requirement.

Effective January 14, 2022, DOE updated its face mask policy. Unfiltered cloth masks are no longer acceptable unless they’re worn over a surgical mask while working in a DOE building. Additionally, employees are urged to use KN-95 or N-95 masks. Surgical masks and KN-95 masks will be provided near entrances, elevators, in workspaces, and by request at the storeroom. Staff are reminded that KN-95s and N-95s are not single use and may be worn for an extended period until soiled or no longer properly fit. The N-95s and KN-95s are being provided as face coverings to reduce the potential for virus transmission, and are not to be used as respiratory protection to perform work which requires the use of an N95 respirator as defined in a readiness review activity.

Novelty/non-protective masks, masks with ventilation valves, or face shields (except those provided with an additional barrier) are not considered an acceptable substitute for masks.

When an individual is required to wear a face mask, masks must be worn in any common areas or shared workspaces (e.g., open floorplan office space, cubicle embankments, hallways, garages, conference rooms, or other workspaces) even when physically distant. Masks must also be worn outdoors in crowded settings or during outdoor activities that involve sustained close contact with other people who are not fully vaccinated. When required, face masks must be worn in all in-person meetings and are required at convenient entry points. Plant Protection Officers may direct individuals to lower or temporarily remove their masks to verify identity. Masks, when required, must be worn inside government-owned vehicles.

Exceptions to wearing a mask for employees, when required, may include:

• Mask removal when alone in an office with floor-to-ceiling walls and the door shut;

• Mask removal when the sole occupant is in a government-owned vehicle;

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• Intermittent removal when eating/drinking -- masks may be removed for a limited time if one is at least six feet from another individual;

• Conducting work utilizing controls and/or personal protective equipment identified in a job hazards analysis or similar evaluation as long as the COVID-19 risk is factored into the analysis and the controls identified as part of that analysis are implemented;

• Conducting work where the hazards associated with wearing the mask (e.g., straps getting caught in machinery, heat stroke, etc.) are greater than the risks with not wearing a mask if the COVID-19 risk is factored into the job hazards analysis and the controls identified as part of that analysis are implemented; and

• Individuals who have a medical or religious reason why they cannot wear masks. Exemptions to the face mask policy will be considered in accordance with existing Equal Employment Opportunity Commission (EEOC) and Iowa State University guidance. Federal employees will be required to go through the Department’s Reasonable Accommodation process in order to seek an exemption.

8.3. Visitors – COVID-19 Specific Guidelines

Consistent with CDC guidance, onsite support service contractors and visitors will no longer be required to show proof of a negative COVID-19 test when entering a DOE facility that is in an area of LOW transmission.

Masking

When the COVID-19 Community Level is LOW or MEDIUM

• There is no mask requirement for visitors regardless of vaccine status, except masks are required when 2 or more people are interacting within three feet of each other for 15 minutes or more.

When the COVID-19 Community Level is HIGH

• Masks will be required in all areas of the facility in accordance with employee requirements described in Section 8.1.

Screening and Attestation

When the COVID-19 Community Level is LOW there is no attestation, screening, or testing requirements.

When the COVID-19 Community Level is MEDIUM or HIGH the following applies:

Visitors are discouraged from entering Ames Laboratory during periods of MEDIUM or HIGH until full reentry has been accomplished. If a visit is required, visitors and hosts must follow the Visitor Policy, and complete the COVID-19 Visitor Attestation Form available in the ServiceNow Knowledge Base. If a visitor requires access, these actions will be met:

• The requirements for the provision of information about visitors’ vaccination status and testing are addressed in the Vaccinations and COVID- 19 Screening Programs sections of this https://now.ameslab.gov/sp?sysparm_article=KB0015849&id=kb_article_view&sysparm_rank=4&sysparm_tsqueryId=c20d9b081b8b2410994b859ce54bcb78 https://now.ameslab.gov/sp?id=kb_article_view&sys_kb_id=916f8d811be23410b74520eae54bcbd8

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Framework. These requirements for visitors do not apply to members of the public entering Ames Laboratory to obtain a public service or benefit.

• The host is responsible for evaluating the visitor for wellness. Visitors demonstrating Influenza or COVID Like Illness (ILI or CLI) will be denied access.

• Visitors will be required to wear a face covering in the same locations as required for Ames Lab staff. If the visitor does not have their own face covering, one will be provided (available at ESH, Occ Med, or G34 TASF).

• The visitor must be escorted at all times. The host will ensure physical distancing and other Laboratory COVID safety procedures.

• If at any time during the visit the guest demonstrates Influenza Like Illness (ILI) or COVID Like Illness (CLI) they will be asked to leave the facility. If the host has been in close proximity, they will inform Occupational Medicine of potential exposure.

8.4. High-risk Populations

Occupational Medicine, Human Resources, and supervisors will communicate with staff who have elevated risk to significant impact by COVID-19 and discuss alterative work arrangements if requested to limit their potential exposure. Vulnerable staff may confidentially disclose their concerns to Occupational Medicine. Occupational Medicine will coordinate with Human Resources to review and discuss potential options for employees to safely perform their job duties and responsibilities.

8.5. Hygiene

Hand sanitizer stations and disinfectant wipes are available at building entrances and throughout workspaces. Sanitizer is FDA-approved and contains at least 60% ethanol. Personnel are encouraged to wash their hands with soap and water or use hand sanitizer or alcohol-based hand rubs frequently. To reinforce the importance of hygiene, signage is posted.

Group/departmental COVID health and safety plans should be reviewed periodically, and before additional staff reenter the workspace. Plans should describe actions for maintaining good hygiene practices and limiting employee exposures.

8.6. Shared Spaces

Shared tools and equipment should be cleaned by users anytime the equipment is used by or transferred to a new person. This includes phones, computers and other communication devices, kitchen implements, and other office equipment.

Refrigerators, water coolers, and coffee brewers with disposable cups (or a personal re-usable cup/container) and single serve condiments and creamers may be used with proper hygiene.

In-person meetings are allowed, but staff should take advantage of virtual meeting platforms whenever feasible. Staff meeting in person must follow all applicable guidelines described in this Framework.

8.7. Physical Distancing

In accordance with the CDC’s Interim Public Health Recommendations for Fully Vaccinated People, and consistent with guidance from the Safer Federal Workforce Task Force, fully vaccinated individuals entering or working inside or on the grounds of Ames Laboratory are not required to physically distance except where called for by Federal, State, local, tribal, or territorial laws, rules, and regulations.

https://www.cdc.gov/coronavirus/2019-ncov/vaccines/fully-vaccinated-guidance.html

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Individuals entering or working at Ames Laboratory who are not fully vaccinated are required to maintain a distance of at least six feet from others, including in offices, conference rooms, and all other indoor communal areas and workspaces. This is in addition to wearing a mask, when and where required. Operator aids such as floor markings, one-way walkways, reconfiguration of workspaces or office assignments, and other mitigation strategies may be implemented to minimize interactions. If work is being conducted outside, personnel can be closer than six feet if all personnel required to wear masks are wearing masks or if personnel are in respiratory protection equipment (e.g., respirator, air-feed hood).

8.8. Symptom Monitoring

If Laboratory staff, subcontractors, or visitors are not feeling well, they are not to enter Laboratory facilities. Any individual who develops any symptoms consistent with COVID-19 during the workday must immediately isolate, notify their supervisor, and promptly leave the workplace.

Monitoring on-site or returning staff is essential to identify potential vectors and assure staff they are entering a safe work environment. While monitoring will not identify all potentially infectious persons, it is endorsed by medical professionals as an effective tool to reduce viral spread.

Daily Self-Checks: Employees are encouraged to monitor for signs and symptoms of COVID-19 every day prior to coming to work. This includes monitoring for fever, cough, shortness of breath, and other COVID-19 related symptoms. If the employee experiences any symptoms, they should stay home and notify their supervisor and Occupational Medicine for further guidance.

Signage will be posted near multiple lab entrances, emphasizing employees with symptoms do not enter the Laboratory and contact Occupational Medicine for further guidance.

Public health and infection prevention recommendations will continue to be emphasized to ensure a safe working environment for employees including;

• It is the Laboratory’s expectation that staff stay home if they are sick

• Encouraging physical distancing (keeping at least 6-foot distance from others)

• Providing supplies that allow for frequent and thorough hand washing and hand sanitizing

• Providing and allowing use of cloth face coverings (when practical) and other personal protective equipment

• Providing disinfectant supplies for regular cleaning of high traffic areas and other workspaces

• Providing opportunities for anyone who is high risk for more severe COVID-19 illness to continue to work remotely

• Vaccinations

Subcontractors, vendors, and construction personnel will not be allowed on-site unless they follow Ames Laboratory and their company’s COVID-19 safety procedures. Initial visits by these groups will be required to check in with ESH.

8.9. Quarantine and Isolation

Staff are required to inform their supervisor and Occupational Medicine if they test positive for COVID-19, or if they have been in close contact with someone who has tested positive.

The official version of this document is maintained electronically in ServiceNow. All other copies are considered unofficial and may not be current.

Any individual with a suspected or confirmed COVID-19 case will not be allowed onsite and will be advised to isolate, pursuant to University and CDC guidelines, and in compliance with local laws and regulations. Individuals should contact their health care provider and follow their instructions.

Personnel should refer to the latest guidance on quarantine and isolation and/or contact Occupational Medicine (om@ameslab.gov) for additional information.

8.10. Management of On-site COVID-19 Cases

In the event a positive case is identified at Ames Laboratory, the Laboratory will comply with established Iowa Department of Public Health protocols and notification procedures, including notification to DOE, and local or county health officials. Ames staff will cooperate with contact tracing, quarantines, and other restrictions.

The Laboratory will continue to follow established protocol for reporting to the DOE COVID-19 Hotline. All confirmed cases (including updates, whether an individual is working on-site or on telework) must be reported to the DOE COVID-19 Hotline within one business day. Other cases (possible, cautionary, other, or cleared) may be reported to the DOE COVID-19 Hotline. Sites may use the COVID- 19 Hotline’s application to track cases at their site.

Cleaning/disinfection of affected areas will be coordinated with Occupational Medicine. Options include isolation of the spaces for established time periods, cleaning by FES or ESH staff if needed, or contracting with a vendor if the space cannot be isolated or cleaned by Laboratory personnel.

8.11. Confidentiality

When providing information to the workforce on confirmed COVID-19 cases, the Laboratory must balance the privacy rights of the individual diagnosed with COVID-19 with the need to openly communicate with the workforce. All medical information collected from personnel, including test results and any other information obtained as a result of testing and symptom monitoring, will be treated confidentially in accordance with applicable law, and accessible only by those with a need to know in order to protect the health and safety of personnel. The DOE COVID-19 Hotline Response Team will direct all questions relating to personal medical data to an appropriate point of contact.

Generally, in accordance with the Rehabilitation Act of 1973, Americans with Disabilities Act, and with privacy laws, managers and supervisors may not specifically disclose the identity of an individual who has or may have COVID-19 or provide information, such as the specific location of the individual’s workstation, which will allow other employees to identify the individual. Supervisors may ask the individual for consent to share their identity information with those whom they have been in close contact. Even if an individual provides consent to such disclosure, identifying information is only to be provided to those who have a need to know.

Additionally, managers and supervisors may not specifically disclose the vaccination status of individuals unless there is a need to know. In general, managers and supervisors should make modifications to travel, work schedules, and operations in accordance with CDC and OSHA guidelines without singling out specific individuals. Managers and supervisors should only disseminate information to the appropriate DOE or Laboratory officials who have a need to know to ensure effective implementation of the safety protocols.

https://web.iastate.edu/safety/updates/covid19/planning/health mailto:om@ameslab.gov

The official version of this document is maintained electronically in ServiceNow. All other copies are considered unofficial and may not be current.

The COVID-19 Hotline Response Team or the site individuals who are performing contact tracing will work with managers and supervisors to verbally (via e-mail) notify coworkers who may have been in close contact with an individual diagnosed with COVID-19 to provide these employees more information to help when monitoring themselves for signs or symptoms and quarantining themselves, if appropriate.

Again, the information provided about any individual’s health should be minimized as much as possible.

9.0 HEALTH AND SAFETY PROTOCOLS – FACILITIES AND OPERATIONS

9.1. Construction Activities

Subcontractors must follow Laboratory protocols based on current COVID-19 Community Level.

When the COVID-19 Community Level is LOW:

• There is no mask usage, attestation, screening, or testing requirements for contractors, except masks may still be required in those situations where groups of 2 or more people are interacting within three feet of one another for at least fifteen minutes.

When the COVID-19 Community Level is Medium

• There is no mask usage requirement, except masks may still be required in those situations where groups of 2 or more people are interacting within three feet of one another for at least fifteen minutes.

• Attestation, screening, and testing requirements defined in the contract terms and conditions must be followed.

When the COVID-19 Community Level is MEDIUM or HIGH the following applies:

• Attestation, screening, and testing requirements defined in the contract terms and conditions must be followed.

Construction activities will be authorized after safety protocols are evaluated. In order to facilitate construction, the following guidelines will be followed:

• The contractor will be formally notified and an agreed upon start date will be determined.

• FES will inspect and approve entry into the construction areas.

• Construction ingress will be limited to authorized entry points and paths; movement of construction personnel around the Lab will be limited to those areas deemed essential for the construction project(s).

• Subcontractors will follow written COVID-19 health and safety procedures (which may be an addition to an existing HASP) which includes, at a minimum, measures for identifying signs and symptoms, reporting illnesses, enforcing social distancing or alternate protection measures when social distancing is not feasible, and vaccine and testing procedures. Subcontractors will demonstrate that their employees are aware of COVID safety practices.

• At least one staff member from FES and ESH will be on-site while construction is on-going.

• Subcontractors must comply with the vaccine attestation, testing, and reporting procedures described in the supplement to the subcontract/PO terms and conditions, and all other COVID-

The official version of this document is maintained electronically in ServiceNow. All other copies are considered unofficial and may not be current.

19 safety protocols described in this framework, or posted throughout the Laboratory. Failure to do so may result in removal and suspension of activities until full compliance is achieved.

9.2. Elevators

When the COVID-19 Community Level is LOW or MEDIUM:

• There is no restriction on elevator usage, except mask usage may continue to be required when due to the number of passengers a distance of three feet cannot be maintained.

When the COVID-19 Community Level is HIGH, the following applies:

• Mask usage is required

• Elevator occupancy restrictions will be in place. The use of stairs by those who are physically able is strongly encouraged. Signage has been posted to explain current procedures.

During periods of HIGH Community Levels, elevators in Ames Laboratory buildings are limited to the following occupancy:

▪ Metals Development (passenger) – 2 persons

▪ Metals Development (freight) – 2 persons

▪ Spedding (passenger) – 4 persons

▪ TASF – 2 persons

▪ Wilhelm – 4 persons

9.3. Emergency Actions

Emergency events most likely to impact Ames Laboratory are evacuations due to fire or chemical spill, or sheltering due to severe weather. Staff are expected to follow evacuation or sheltering procedures.

• Evacuation – staff will exit buildings and gather in a safe area. Maintain physical distancing if possible, but not if it creates a more serious safety issue.

• Sheltering – staff will gather in designated shelter areas during a severe weather event.

Maintain physical distancing if possible, but not if it creates a more serious safety issue.

9.4. Meetings, Events, and Conferences

When Community Levels are MEDIUM or LOW, no approval is required if a Departmental Element hosts an in-person meeting, conference, or event that will be attended by more than 50 participants When Community Levels are HIGH, any Departmental Element that intends to host an in-person meeting, conference, or event that will be attended by more than 50 participants—regardless of whether participants include members of the public—they must seek approval of the Secretary of Energy, in consultation with the DOE COVID-19 Coordination Team. When Community levels are HIGH, in-person attendees at any meetings, conferences, or events hosted by DOE, regardless of size, must be asked to provide information about vaccination status. In requesting this information, DOE will comply with any applicable Federal laws, including requirements under the Privacy Act and the Paperwork Reduction Act.

In-person attendees in areas of HIGH Community Levels must wear a mask in public indoor settings regardless of vaccination status. Those attendees at DOE hosted meetings, events, and conferences (regardless of event size) who are not fully vaccinated or who decline to provide their vaccination information must provide proof of a negative COVID-19 test completed no later than the previous 3 days

The official version of this document is maintained electronically in ServiceNow. All other copies are considered unofficial and may not be current.

when Community Levels are HIGH or MEDIUM. They must also comply with masking and physical distancing requirements for individuals who are not fully vaccinated consistent with the requirements for visitors in the Face Masks and Physical Distancing section of the Agency Model Safety Principles.

9.5. Travel

Ames Laboratory employees should adhere strictly to CDC, state, and local guidelines before, during, and after travel, regardless of whether the travel is personal or for official business. The CDC has provided guidance on travel for fully vaccinated people. The Safer Federal Workforce Task Force has also issued FAQs on Travel.

There are no government-wide restrictions on official travel for employees who are fully vaccinated.

Contractor employees who are fully vaccinated may resume regular, pre-pandemic travel when their position work category is directed to reenter the workplace by their organization or where necessary to accomplish mission essential work. International travel must be approved by the DOE SC Director.

Regardless of when an employee’s position work category is directed to reenter the workplace, official domestic and international travel for Federal and contractor employees who are not fully vaccinated is limited to only mission critical trips and will be conducted in accordance with applicable CDC guidance and the January 21, 2021, Executive Order Promoting COVID-19 Safety in Domestic and International Travel. Domestic travel for unvaccinated employees must be approved by the Lab Director or his designee. International travel for unvaccinated employees must be approved by the DOE SC Director.

Employees who are fully vaccinated do not need to get tested before or after domestic travel or self-quarantine after domestic travel, unless required by their destination. However, fully vaccinated individuals must wear a mask over nose and mouth on planes, buses, and other forms of public transportation travel into, within, or out of the United States, and while indoors in U.S. transportation hubs such as airports and stations. Fully vaccinated individuals must follow other Federal, state, Tribal, and local requirements during travel. They must also monitor their symptoms for 14 days after travel. If symptoms develop, they must isolate themselves, notify their physician, and follow Ames Laboratory requirements for notification.

For international travel, prior to arrival in the United States, all air passengers coming to the United States, including U.S. citizens and fully vaccinated people, are required to have a negative COVID-19 test result no more than 1 day before travel or documentation of recovery from COVID-19 in the past 90 days before they board a flight to the United States. Fully vaccinated employees are not required to get tested before leaving the United States unless required by their destination. After travel, employees, regardless of vaccination status, should get tested with a viral test 5-7 days after travel; self-monitor for COVID-19 symptoms; isolate and get tested if symptoms develop. The travel costs for required COVID tests may be reimbursed as a miscellaneous travel expense.

Employees who are not fully vaccinated or considered “up to date” with vaccinations in accordance with CDC guidance will be required to telework upon return from official or personal travel for the duration of the CDC quarantine period before they are allowed to return to the workplace, as well as follow any applicable testing guidance. Employees who are not telework eligible must work with their management on an appropriate work status to mitigate impacts to the mission of their office to the greatest extent possible.

https://www.cdc.gov/coronavirus/2019-ncov/vaccines/fully-vaccinated-guidance.html#anchor_1617376530945 https://www.saferfederalworkforce.gov/faq/travel/ https://www.whitehouse.gov/briefing-room/presidential-actions/2021/01/21/executive-order-promoting-covid-19-safety-in-domestic-and-international-travel/ https://www.whitehouse.gov/briefing-room/presidential-actions/2021/01/21/executive-order-promoting-covid-19-safety-in-domestic-and-international-travel/

The official version of this document is maintained electronically in ServiceNow. All other copies are considered unofficial and may not be current.

If quarantine is required because of personal travel, and the employee is otherwise expected to be present onsite, the employee may take personal leave while quarantining. If an employee refuses to quarantine or refuses to take personal leave while under mandatory quarantine after personal travel, Ames Lab may elect to bar the employee from the workplace for the safety of others. If Ames Lab bars the employee from the workplace, the employee must be placed on administrative leave until it’s determined what status the employee should be placed in while on quarantine.

9.6. Dining/Vending Area

The dining and vending area will be open for use after March 14, 2022. Staff should clean and disinfect area after use. Applicable protocols outlined in this document (face masks, social distancing, etc.) must be adhered to while in the dining/vending…