Safe At Work Plan and Policies for Employees
In support of these health and safety requirements and measures, the university is implementing a comprehensive Safe at Work Plan. The key elements of the Safe at Work Plan include employee education, preparing workspaces for employee's return; outlining employee requirements, guidance, and expectations; ensuring other important COVID-19 related information and updates are communicated.
Education and Communication
All employees are required to complete an online training and acknowledgement of receipt and understanding of university policies and Public Health orders applicable to institutions of higher education and worksites.
Manager, Supervisor, and Employee Workspace Reopening Requirements
Before a workspace can be repopulated, written plans must be completed and approved that address the following safety areas:
- Workspace capacity will be limited to 30% during the initial phase of repopulation. Increased capacity will be targeted to begin prior to the start of the fall semester.
- Vulnerable employees (those above age 65, those who are pregnant, and those with chronic health conditions) are assigned work that can be done from home whenever possible, and should consult with human resources to make appropriate decisions on returning to the workplace.
- DO NOT attempt to identify employees who may be in the Centers for Disease Control and Prevention high risk categories. If an employee voluntarily discloses this information, it should be kept confidential and they should be referred to Human Resources for consultation.
- Work processes are reconfigured to the extent possible to increase opportunities for employees to work from home.
- Scheduling of employees will adhere to capacity limits and physical distancing – including staggered days and start/end times. Establishing hybrid schedules is strongly encouraged including rotating weeks and/or days. Incorporating Saturdays as a regularly scheduled workday with an alternate day off during the week to provide greater flexibility is encouraged.
- Plan for staggered break and meal periods and additional time for cleaning and sanitizing workspaces and hands.
- Reception and common areas are closed or restricted. If access is necessary, the appropriate signage and access flow with arrows for providing six feet of physical distancing is clearly marked.
- Physical barriers may be installed (Plexiglas or other acceptable barrier) between open workstations where six-foot distances do not and cannot be created
- Employees who can carry out their work duties from home are directed to do so.
- Managers and supervisors must coordinate workplace furnishings and activities to allow at least six feet between employees or between employees and other persons and cubicles with wall partitions of less than six feet height will also require six feet between workers at all times.
- In-person meetings are strongly discouraged in favor of virtual meetings. If in-person meetings are essential, they are limited to 10 or fewer participants and all participants must wear cloth face coverings and meetings are held in rooms large enough to maintain physical distancing. An employee's requests to not meet in-person must be honored.
- Facilities Management will sanitize office and work spaces, common areas, lobbies, restrooms, classrooms, and high-touch areas based on CDC, OSHA, and Cal/OSHA guidelines and requirements. Facilities Management will also provide and maintain hand sanitizer stations throughout campus including near major building entrances, elevator lobbies, and high-traffic areas.
- Employees will be responsible for cleaning and maintaining their individual workspaces, including desks, chairs, and computer equipment. Commonly used surfaces should be wiped down before and after use with products that meet the EPA's criteria for use against COVID-19 and are appropriate for the surface. This includes any shared-space location or equipment. While sharing equipment and supplies is strongly discouraged, we recognize that at times it is required. Before and after use of shared equipment, individuals should wash their hands and wipe down equipment or supplies. Cleaning supplies that meet the EPA's criteria for use will be provided to employees for this purpose.
- Confirm commitment to monitoring and enforcing all applicable University Human Resource Policies & Procedures and applicable local, state and federal laws and regulations (Department of Labor, Wage & Hour, OSHA, etc.).
- Plans must be submitted to Human Resources five days prior to individuals returning to work. Plans will be reviewed by Human Resources, Environmental Health and Safety, and Emergency Management. Adjustments to plans may be requested in order to comply with university requirements and Public Health mandates. When approved, the dean, vice president, or unit leader will be notified.
Compliance and Non-Retaliation
Failure to comply with the Safe at Work Plan and Policies may result in discipline, up to and including termination of employment. What about students?
If you witness or become aware of any on-campus individual who is noncompliant, you are encouraged to report them to your supervisor or Human Resources.
The university prohibits any form of discipline, reprisal, intimidation, or retaliation for reporting a violation of the Safe at Work Plan or any other health and safety concern. Employees also have the right to report work-related injuries and illnesses, and the university will not discharge, discriminate, or otherwise retaliate against employees for reporting work-related injuries or illnesses.
Please contact human resources with any questions about the Safe at Work Plan.
Government and public health guidelines and restrictions and business and industry best practices regarding COVID-19 are changing rapidly as new information becomes available and further research is conducted. The university reserves the right to modify these conditions at any time in its sole discretion to adapt to changing circumstances and business needs, consistent with its commitment to maintaining a safe and healthy workplace.
Please refer to the following resources for further details related to workplace safety:
- CDC Persons Who Need Extra Precautions
- CDC Cleaning and Disinfecting
- Cleaning and Disinfection Matrix
- Cleaning and Disinfection Matrix - Español
Communicating to the LMU Community and to the Public
In order to comply with public health mandates, the following measures have been enacted to ensure full communication and transparency with the LMU community and the public:
- A copy of Department of Public Health protocol will be posted at the guard booth at each campus entrance, as well as online at lmu.edu/together.
- Extensive signage will be posted across campus, including:
- Face covering requirements
- Complete self-screening prior to entering campus (symptom list includes: fever, cough, shortness of breath, congestion, sore throat, body aches, new loss of taste or smell)
- Reminders to wash hands and practice physical distancing
- Wayfinding signage, with new traffic patterns to increase physical distancing (including pedestrian pathways, building ingress and egress points, etc.)
- edu/together will serve as a centralized resource for the community, and provide clear information on the following:
- Changes to campus procedures and protocols (covering all aspects of the organizational structure, including classroom instruction, housing, dining, and campus life)
- Required use of face coverings and other safety measures
- Other relevant issues
- Protocols will be posted in multiple avenues, including but not limited to the following:
- Online at lmu.edu/together and official LMU social media accounts
- Email in weekly LMU This Weekcampus-wide newsletter
- Digital signage in high-traffic campus buildings
- Printed, in respective classrooms and office space
Positive Cases on Campus
In the event of a concentration of positive COVID-19 cases on campus, Public Safety will send an LMU Alert to the larger LMU community (including students, faculty, staff, and those registered for SMS alerts), notifying them of the outbreak. This measure is in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. As of July 8, 2020, a set of three (3) or more related positive cases is the legal requirement for an LMU Alert. For singular, unrelated cases, Public Safety will notify all individuals who have had close contact with the positive case.
In an area where a person who is positive for COVID or suspected positive for COVID has been, additional measures for cleaning will be implemented.