Manufacturing and logistics businesses are allowed to operate in San Francisco and throughout California, the question for employers is how to do so safely.
We have aggregated the following suggestions from a number of resources. While this is what we have found to be recommended, there is still much that is unknown about the virus. This is our best attempt to share what many companies are implementing. This article is only for educational purposes and does not constitute legal advice; make sure you consult a professional regarding your unique business needs.
While these best practices supplement the requirements published by both the state and county public health departments, they in no way replace that guidance. Make sure you are complying with your local requirements for operation.
If you have questions that are not answered by this document, please e-mail Martine, our Director of Manufacturing Operations, to schedule a consultation with our staff.
This guidance has been written with San Francisco manufacturers in mind. While all of the best practices hold for manufacturers throughout the Bay Area, some of the links differ from county to county. Please check your county’s public health department website for local requirements.
When reviewing Federal, State, and County public health guidelines, the strictest guidance is what you are required to follow – this is almost always the county guidance.
In San Francisco you should primarily follow the guidance from the State Resilience Roadmap. However, the county has made a few additional requirements that can be found in the November 3rd Health Order and in the Specific Guidance for Manufacturing Businesses.
Remember, the Public Health Department may update their guidance at any time. We will attempt to keep this space up to date but always make sure you are following the most recent guidelines, all of which can be found here.
FOR YOUR TEAM
- If you experience symptoms of an illness, including but not limited to, fever, cough, or difficulty breathing you should seek medical care right away and avoid contact with others.
- If you have a sick family member, stay home.
- Communicate with your employer if you are staying home.
- For details of when you should stay away from work, see San Francisco guidance.
- Take your temperature when you start, go on break, and leave.
- Bring a clean change of clothes daily and change into it on the premises.
- Wash your hands as soon as you come in, every 2 hours, when you touch your face, and anytime there’s a delivery or you take a break.
- Wear a mask, even if you’re not sick; also wear gowns, shields, gloves, or other PPE, as required.
- Don’t touch your face, especially your eyes, nose, and mouth.
- Bring a lunch from home, extra points if you don’t have to use the microwave to heat it up.
- Don’t hug, shake hands, or have any physical contact with your co-workers.
If you are worried that you have Coronavirus, you can get tested. Anyone who lives or works outside of the home in San Francisco can get tested, as often as needed. For more details see sf.gov/GetTestedSF
FOR YOUR FACILITY
Before reopening your facility for the first time, remember to flush all of the stagnant water from the pipes. See SFPUC’s start up guidance for more information.
- Before each work day, screen all of your employees for COVID-19 symptoms. For information on how to screen employees, see the updated DPH screening guidance and the San Francisco screening handout.
- You could do this in person, over the phone, or through email before staff enter your facility.
- You do NOT need to log your employees’ answers. If they have been let in the facility and you have a screening process in place, it is assumed that they have been screened.
- If you decide to log screening questions, remember not to share any of this information or leave it out where others can see it.
- In addition, if you decide to keep a log, Cal/OSHA requires businesses to keep these documents for 30 years after the employee leaves the organization. See Cal/OSHA’s Access to Employee Exposure and Medical Records standard (8 CCR 3204).
- Non-employees such as repair people, delivery drivers, and vendors must also be screened before they enter your facility. Use this form to screen outside personnel or visitors.
- You should log who enters your facility, both staff and visitors for contact tracing purposes.
- Everyone on-site should wear a face covering: workers, vendors, customers, delivery drivers, etc.
- Minimize the number of people on-site:
- The number of people allowed in a manufacturing or logistics facility at any given time is 50 or the number of people who can work 6 feet apart, whichever is lower.
- If an employee can work from home, they should work from home.
- Stagger shifts to reduce interaction between staff.
- Do not allow visitors unless essential such as pest control or linen service.
- Have a clean-up policy in place for after such instances.
- Everyone should remain at least 6 feet apart at all times.
- Lay out production areas differently, with at least 6 feet between stations.
- Change work practices to limit the number of workers in any work area. For instance, move from a cell based layout to a line based layout if necessary.
- Use physical partitions or visual cues (e.g., floor markings, or signs to indicate to where workers should stand).
- Consider rotating crew access to a designated area during a shift. Stage the facility to stagger work and limit overlap of work crews.
- Restrict gatherings of any size.
- Avoid in-person meetings or make sure they happen outdoors or in areas large enough to keep physical distancing in place.
- Stagger breaks and increase sanitation facilities to decrease the number of people needing access to breakrooms, kitchens, restrooms, etc. at any one time.
- Clean breakrooms, lunch rooms, cafeterias, and sanitation facilities between each break. This includes cleaning all surfaces, appliances, tables, chairs, etc.
- Move product between spaces / work stations in batches, rather than one at a time, to minimize interaction between individuals.
- Use transfer aiding devices such as carts, shelves, or bulletin boards to transfer materials and information so that people do not come into contact. Sanitize such devices after touching them.
- Institute “Contact-less” deliveries and pickups:
- No shaking hands / high fives / fist bumps or other physical contact with accounts; a smile & wave is a perfectly acceptable greeting.
- Request that a receiver sign invoices with their own pen.
- Keep a 6ft minimum distance from others.
- Where social distancing cannot be maintained, use the following hierarchy of controls to prevent transmission of COVID-19 in work areas: engineering controls, administrative controls, and PPE.
- Engineering controls (physically separating the employee from the potential exposure source, most effective): include creating physical or spatial barriers between employees such as Plexiglas or other sturdy and impermeable partitions.
- Administrative controls (relying on employee behavior modifications to reduce potential exposure): include increasing the number of shifts to reduce the number of personnel present at one time and ensure adequate physical distancing.
- PPE (least effective method and should only be used in conjunction with other controls): includes face shields, some masks, and impermeable gloves. Note that some disposable equipment such as some face shields and respirators are prioritized for health care workers and workers that handle pathogens and should not otherwise be used.
- Ask staff to bring a clean change of clothes daily and change into it on the premises.
- Ask staff to wash hands as soon as they come in, every 2 hours and anytime there’s a delivery or someone takes a break.
- Make sure you have enough hand washing facilities with sufficient soap, water, and paper towels to allow for frequent hand washing.
- Provide hand sanitizer for moments when hand washing is not possible.
- If employees are wearing gloves, change or disinfect them often.
- Provide masks, gloves, and other PPE for your employees.
- Ask staff to wear clean masks during their shifts; if they take a break, ask them to wear a new mask.
- Increase the frequency of cleaning across the board, make sure all shared facilities are cleaned several times per shift.
- Train your staff in correct sanitation procedures and display instructions on how to disinfect correctly, especially metal on which virus seems to stay active longer (example: with Clorox wipes, need to use enough to leave a surface visibly wet for at least four minutes afterward before it air-dries).
- Make sure you have enough time in the workday scheduled for cleaning. This will take more time than normal as the cleaning frequency of all areas must increase. You must compensate your staff for cleaning time.
- When cleaning make sure you use products from the EPA’s approved List N: Disinfectants for Use Against SARS-CoV-2.
- Use a disinfectant spray or wipes, to sanitize all the door knobs, switches, forklifts, hand trucks, mobile devices, chairs, and other commonly touched items at 4 designated times during each shift.
- Beginning of the work shift, after coffee break, after lunch, at the end of the work shift; 4 different employees are appointed to the task and cleanings are kept on log.
- If you are a large enough facility, consider increasing cleaning staff so that someone is constantly moving through the facility and sanitizing throughout the day.
- Do not share phones, PPE, office supplies or any other tool. Provide individual tools and equipment wherever possible.
- If it is not possible to provide individual equipment, make sure it is disinfected after each use or that staff wash hands/change gloves between uses.
- COVID-19 is airborne and good ventilation is a key part of minimizing risk.
- Increase ventilation in your facility by installing portable air-filters, increasing the quality of the air-filters you already have, increasing the volume of outside air your ventilation system uses, and keeping all your roll-up doors open.
- Change fan settings so that they are always on. Consider running fans for two hours before and after your operation is open.
- Minimize recirculated air in your HVAC system.
- Make sure you are using the highest-rated filter for your system. Aim for MERV 13 or higher. Regularly check and replace your air filters.
- If using a portable air-filter, make sure it is certified for ozone and electrical safetyand correctly sized for the room it is in.
- Where possible, move activities outdoors. This is especially important for activities that will be time intensive or involve taking off a mask – such as eating.
- Move breakrooms and other facilities where people will be eating without masks outdoors or find other ways to increase the ventilation of such areas by opening windows, installing portable air-filters, etc.
- Remember that a tent with more than one side is considered an indoor facility and will be regulated as such.
- Detailed information on improving ventilation in your facility can be found here.
FOR YOUR LEADERSHIP
Process and Policies
- Looking for more information about how to re-hire your staff? See our re-hiring blog post for more information.
- Preform a risk assessment and create a written COVID-19 prevention plan and a safety plan for every facility. For details on what that plan should include, see OSHA model COVID-19 Prevention Plan, and Health and Safety Plan template for manufacturers or Health and Safety Plan template for warehousing.
- Think of this as a standard OSHA IIPP document but for COVID-19 safety.
- Create and distribute production and logistics sanitation and workflow guidelines to your employees with details of social distancing and sanitation expectations.
- Each facility will need to have a COVID supervisor – this person will manage the safety plan and make sure it’s being put into practice during each shift.
- The best person for this is someone who is already on-site and who has a deep understanding of your processes: your shift leads, production manager, or shop foreman, for instance.
- Create a sick leave policy and procedure for employees who are ill with COVID-19 and can’t come into work; tell sick employees to stay home.
- You must complete and post social distancing protocols. They can be found here: Social Distancing Protocol (English).
- Create space for questions from staff, such as a daily meeting (remember to social distance during these meetings or do them virtually).
- Update on any City policy and news, emphasize how important it is to follow instructions, and have a couple of employees sharing what they do at work or home to prevent COVID-19 spread.
- Create a staggered break policy, as long as it is still within wage and hour laws.
Provide training for employees on:
- COVID-19 and how to prevent it from spreading.
- Self-screening at home.
- Not coming to work if they feel sick and to seek medical attention of their symptoms become severe.
- Frequent handwashing with soap and water.
- Physical distancing, both at work and off work time.
- Proper use of face coverings.
- New procedures in use at your facilities. This includes all social distancing and sanitation guidelines such as when to take breaks, how to remember to wash hands, when to use which types of PPE, how to properly sanitize different areas of the facility, etc.
- Benefits that employees are eligible for due to COVID-19 pandemic.
In the Event of a Confirmed COVID Case or Exposure
If an employee tests positive for COVID-19 or there is an exposure at one of your facilities from a vendor, contractor or member of the public, follow the procedures for isolation, contact tracing, and cleaning outlined by San Francisco DPH and CAL/OSHA. This guidance includes, but is not limited to:
- Remove the person from the facility with directions to seek medical care.
- Identify close contacts of an infected employee and take steps to notify and isolate any close contacts.
- Provide written notice of possible exposure to your employees and the employers of any subcontracted workers within one business day of receiving notice yourself.
- Remember that you SHOULD NOT identify the person who may have COVID-19.
- Exclude all potentially exposed employees from the facility until they are not an infection risk (14 days after last exposure).
- During this time, you must continue to maintain an employee’s earnings, seniority, and all other employee rights and benefits.
- Provide ALL potentially exposed employees free COVID-19 testing during work hours.
- Provide employees with information about the COVID-19 benefits that they have available to them under all applicable laws (sick leave, worker’s comp, etc.) and inform them of your safety and disinfection plans.
- Sanitize each area the employee was in and cease work in these locations until sanitation is complete.
- Investigate the infection and determine if any work-related factors could have contributed to risk of infection. Update the plan as needed to prevent further cases.
- Comply with any tracing efforts by the County.
- Record all COVID-19 cases at all of your facilities.
- If there is a serious COVID-19 case at one of your facilities (either a hospitalization or death), you must notify CAL/OSHA.
- Follow County Public Health guidance and CAL/OSHA on timing all employees’ return to work.
If three or more cases of COVID-19 occur at the same facility within a 14-day period, you have an “outbreak” and you must:
- Test all employees at the facility with the outbreak
- Implement a weekly testing program for all employees at the facility with the outbreak until the outbreak is contained.
- Notify the county health department of the county where that facility is located. In San Francisco the number is: 415-554-2830.
DOCUMENTS & RESOURCES:
San Francisco guidance and documentation templates:
- San Francisco DPH – November 3rd Public Health Order
- San Francisco DPH – Specific Guidance for Manufacturing Businesses
- San Francisco DPH – Specific Guidance for Logistics Businesses
- California DPH – COVID-19 Industry Guidance: Manufacturing
- California DPH – COVID-19 Industry Guidance: Logistics
- San Francisco DPH – Screening Guidelines for the Start of Every Work Day
- San Francisco DPH – Health and Safety Plan template for manufacturers
- San Francisco DPH – Health and Safety Plan template for warehousing
Documents you must post/send to your employees:
- Social Distancing Protocol for Businesses (Spanish, Chinese, Filipino, Russian, Vietnamese, Arabic)
- C19-07b Notification Sign
- Stay 6-feet Apart Sign
- Stay Home from Work Sign
- Good Ventilation is Important Sign
- Face Covering Sign
- Protect Yourself and Loved Ones Sign (Optional)
See City Outreach Toolkit for Coronavirus for more communication tools.
For more information we recommend the following resources:
- San Francisco – Coronavirus Main Resources Page
- San Francisco – Business during the Coronavirus Pandemic
- California DPH – State Resilience Roadmap Main Page
- California DPH – Industry Guidance to Reduce Risk
- California DPH – COVID-19 Employer Playbook
- California DPH – COVID-19 Industry Guidance: Manufacturing
- California DPH – COVID-19 Industry Guidance: Manufacturing Checklist
- California DPH – COVID-19 Industry Guidance: Logistics
- California DPH – COVID-19 Industry Guidance: Logistics Checklist
- Cal/OSHA – COVID-19 Infection Prevention for Logistics Employers and Employees
- Cal/OSHA – Industry Guidance on COVID-19
- Cal/OSHA – Main COVID-19 Portal
- Cal/OSHA – COVID-19 Emergency Temporary Standard
- Cal/OSHA – COVID-19 ETS FAQ
- CDC – Guidance for Manufacturing Workers and Employers
- CDC – Fact Sheets and Posters for COVID-19
- CDC – Cleaning and Disinfection Guidance
- EPA – List of Disinfectants that can be used for COVID-19 (for surface cleaning)
Fully updated 5/22 to reflect expanded manufacturing guidance
Updated 5/28 to add details on screening and add links for other counties
Updated 10/30 to add updated reporting guidelines
Updated 11/5 to update links and to add new ventilation guidance and updated posting requirements
Updated 12/17 to reflect changes to guidance and requirements due to Cal/OSHA COVID-19 Emergency Temporary Standard
Don’t forget to consult our main COVID-19 resource page for manufacturers.