COVID-19 Safety Guidelines

COVID-19 Disinfectant Process & Safety Policy

This document is intended to help prevent the spread of germs and help achieve a safe work environment for all.

The Yale Safety Policy is directed at all locations of operation: warehouse, corporate location, showrooms, and field operations.

Due to each location's unique circumstances, the policy may be altered after approval from authorized senior management and the Yale COVID-19 committee. Everyone is required to comply with MA state laws and this policy. This policy may change based on the recommendations from MA.gov, CDC, DHS, or other government agencies.

Please direct all questions to your supervisor and/or manager.

Committee: Covid19 Response Team (CRT)

Steps for all locations before opening

Disinfect all locations.
Replace any filter that is used for AC or heat.
Stores should have a cleaning company on staff while the store is open.
All locations should have cleaning after business hours to ensure disinfecting.

These procedures will establish a baseline that all locations are 100% disinfected and ready for anyone returning to work or that has been working.

Employee Guidelines for All Locations

Masks and Facial Coverings Are Required (Video Example)
- Employees must always wear a mask:
  - Before entering any building - NO EXCEPTIONS.
  - In common areas (hallways, restrooms, entryways, etc.)
  - With 2 or more people in an office or conference room
  - Near a showroom guest or vendor
- Locations where a mask is not required:
  - Sitting at your desk if you are alone (NO standing).
- Employees are encouraged to bring their own mask, but Yale will provide them if necessary
Frequent Handwashing is a MUST (Video Example)
- All employees must wash their hands upon entering all facilities. There will be hand sanitizing stations at each employee entrance that is available for use.
- Internal Staff MUST wash their hands frequently (washing for 20 seconds is recommended)
Regular Temperature Checks
- All employees, vendors, and third-party visitors will have their temperature taken and logged upon entering any Yale location.
  - If the person’s temperature reads above 100.4 degrees, the following must be done
    - Retake temperature after 3 minutes, if still over 100.4 then wait an additional 3 minutes and do it again.
    - If still over 100.4 then you are not able to report to work and must leave the location
    - HR will contact you to discuss next steps
  - A daily logbook must be kept on-site that holds the person(s) name, date, company and temperature reading
  - Logbooks must be kept on-site and readily available for a min of 30 days (i.e., Smart Sheet or other approved methods)
Employee Health
- Employees must stay home if they feel sick (list of COVID-19 symptoms available at CDC).
- Sick calls should be managed as they were pre-COVID-19.
- Employees should report any travel plans outside of Massachusetts, Rhode Island or New Hampshire to HR
- We listed further procedures and identification guidelines towards the end of this document.
Workspace Cleanliness
- Employees must disinfect their workspace at the start and end of each shift
- The work area must always be kept clean and neat
Bathroom Cleanliness
- The aerosol disinfectant must be in all bathrooms and is encouraged to be used after every use
Employee Lunches & Beverages
- Employees are encouraged to bring lunch from home to limit the visits to the location
- Lunchrooms will be limited or closed and not available for storage or preparing food depending on location
- All public water fountains are off-limits until further notice
No Physical Contact
- No Physical contact at any location. I.E. No shaking hands
- No physical invoice signatures by customers or employees
All Internal Doors Must Remain Open (except bathrooms)

Guidelines by Yale Location

Below are step-by-step instructions for each location on what is necessary and needed to be completed by not only in the location but by the individual:

Campanelli Distribution Center
Shuman Corporate Office
Hanover Store Location
Framingham Store Location
Dorchester Store Location
Field Operations (Delivery, Service & Install)

Campanelli Distribution Center

All incoming freight is staged and sanitized before storing products. This includes but not limited to UPS, FED EX, or any other shipping carriers.
All outbound freight is sprayed nightly once all products have been picked and assembled. This includes all deliveries, installation, and service bins.
Entry to the building is only the following:
- Training door entrance (all employees, except delivery & install)
- Customer pickup entrance (customers & product carriers only)
- Bay door #5 (delivery and install only)
All exterior doors, plus common areas to be cleaned and sanitized on the hour.
Each morning the 4 bathrooms, main entrance, and the customer pickup entrance will be sprayed.
Cleaning company (TLC) to clean and sanitize buildings nightly.
Keep social distancing if you need to leave your work area.
Lunchroom will be closed without access to microwave or fridge
Clamp & hand trucks to be wiped down after each use in the warehouse
Delivery vehicles to be sanitized daily
- Cab & rear of the truck will be done at the end of the day

Individual Required Steps for all Campanelli Staff

Enter the building with a mask (if I don’t have one, please contact building lead)
You must sanitize your hands when you enter the building
Your temperature will be taken before starting your shift (Campanelli Spreadsheet)
Wipe down your work area before starting your shift
Always keep your mask on unless at your desk alone with no one around
Keep social distancing when away from your desk this includes common area, bathroom or speaking with a colleague or supervisor
Continued wiping of common areas that are touched after use (i.e., bathrooms, printer stations, cabinets, bathroom and external doors)
If you leave the building, you must sanitize before coming back in
Lunches are to be taken at your desk or in your vehicle (kitchen and picnic tables are off-limits)
- No deliveries of food
- No microwaves or fridges, please bring in your cooler
Keep your office/desk area organized
Wipe down your work area after your shift

Shuman Office

All deliveries to the location must be left in the warehouse and disinfected before being stored in the office area. Ex. WB Mason, Cleaning supplies, etc.
Each morning the 4 bathrooms, main entrance, and the customer pickup entrance will be sprayed.
Cleaning company (TLC) to clean and sanitize buildings nightly.
Office staff will only use the front entrance to the building and is prohibited from using the side entrance as it is for the intended use of warehouse staff only.
Customer Service Reps working in cubicles shall be assigned to new cubicles to practice Social Distancing.
All office personnel is restricted from all floors other than the floor they are assigned to.
Lunchroom will be closed without access to microwave or fridge
The Yale Gym shall remain off-limits until further notice
A rotating schedule will be in place for each department. Please see your supervisor on this schedule

Individual Required Steps for all Shuman Staff

Enter the building with a mask (if you don’t have one, please contact building lead)
You must sanitize your hands when you enter the building
Your temperature will be taken before starting your shift (Shuman spreadsheet)
Wipe down your work area before starting your shift
Always keep your mask on unless at your desk alone with no one around
Keep social distancing when away from your desk this includes common area, bathroom or speaking with a colleague or supervisor
Continued wiping of common areas that are touched after use (I.e., bathrooms, printer stations, cabinets, bathroom and external doors)
If you leave the building you must sanitize before coming back in
Lunches are to be taken at your desk or in your vehicle (kitchen and picnic table are off-limits)
- No deliveries of food
- No microwaves or fridges, please bring in your cooler
Keep your office/desk area organized
Wipe down your work area after your shift

Hanover Store Location / Framingham Store Location / Dorchester Store Location

The cleaning company will have the same schedule as store hours
- Monday through Saturday (10-6) & Sunday (11-4)
Cleaning company to sanitize and disinfect nightly
All live kitchens will be used as handwashing stations in addition to the location restrooms
Hand sanitizer will be located at employee entrance (side door only)
Masks must be worn by all customers
Only employees can interact with appliances unless guests choose to wear gloves (video example)
- Gloves MUST be worn if customers intend on touching the appliances
No cooking in any Yale showroom (including Yale cookies) until further notice
Digital signage should have messages of social distancing, washing hands, wearing a mask, gloves, and location of disposing of wipes, gloves, and any other personal protective equipment (PPE), etc.
The salesperson must wash their hands and wipe down their desk after every customer interaction
Lunchrooms will be limited to eating only. Each store location will have a limit of how many employees can be in at once
- Dorchester – 2 people
- Hanover – 1 person
- Framingham – 1 person
Guest chairs need to be disinfected and left unused for at least 10 minutes after use
Disposal location for all PPE at the front of the store

Individual Required Steps for all Showroom Staff

Enter the building with a mask (if I don’t have one, please contact building lead)
You must sanitize your hands when you enter
Your temperature will be taken before starting your shift (Hanover spreadsheet, Framingham spreadsheet, Dorchester spreadsheet)
Wipe down your work area before starting your shift
Always keep your mask on unless at your desk alone with no one around
Put on gloves before walking around with customer
Ensure every customer has masks & gloves (potentially if they are touching)
Keep social distancing when away from your desk this includes common area, bathroom or speaking with a colleague or supervisor
Continued wiping of common areas that are touched after use (I.e., bathrooms, printer stations, cabinets, bathroom and external doors)
If you leave the building, you must sanitize before coming back in
Lunches are to be taken at your desk or in your vehicle (off-limits picnic table are off-limits)
- No deliveries of food
- No microwaves or fridges, please bring in your cooler
Keep your office/desk area organized
Wipe down your work area after your shift

Field Operations (Delivery, Service & Install)

All Field Staff have proper personal protection equipment (PPE) below:
- Mask(s)
  - Face shield where needed
- Gloves
  - Surgical and Cloth by department
- Hand sanitizer
- Disinfect spray
- Wipes/Hand towels
All vehicles/cabs to be sprayed at the end of each shift at home or where the vehicle parks for the evening
Hand sanitizer after each call/delivery upon entering the vehicle
Wipe down the following:
- Steering Wheel
- Radio
- Heater/AC area
- Door Handles
- Tools
- Cell phones
- Tablet
- Laptop
- Bin (if applicable)

Individual Required Steps for all Field Operation Teams

If you start from your home, you will need to take your temperature and fill out the form If not, please see Campanelli above
You must sanitize your hands when you enter the vehicle
Enter the vehicle with a mask if two or more people (if you don’t have one, please contact field lead)
- If you are solo, you are not required to wear one while driving.
Sanitize hands before entering home
Ensure mask is on
Ensure gloves are on
Always keep an adequate social distance from the customer (includes notifying the customer if needed of company policy)
No physical contact with the customer (I.e., shake hands, elbow pump, etc.) before any area or appliance that you need to touch before working in the home
Wipe down any area or appliance that you have touched after the completion of your work.
No signature required on the invoice (sales or service)
When exiting home make sure every door before you touch is wiped
Ensure that bottom of boots or booties are disinfected before entering the vehicle
Hand Sanitizer should be stored in glove box out of direct sun light. Sanitizer should not be store around propane cylinders (mostly for refrigeration techs)
No aerosol should be left on your dashboard or any other area of your vehicle that is in direct sunlight doing so will create a hazard.
Separate trash bags / bucket should be kept in the vehicle for disposal of PPE. This bag/bucket should be removed and emptied after every shift.

COVID-19 IDENTIFICATION & PROCEDURE

If you are sick, then please stay home. How do I know these symptoms are related to Covid19?

See CDC guidelines for identifying
Contact HR & your supervisor to notify you are sick

If you are sick at work during the day

Retreat to your vehicle
Notify your supervisor
Wait for further instructions

4 Stages of contact w/ COVID-19:

I have been or know someone who has been in contact with someone who states they have COVID-19 symptoms
I have been in direct contact with someone who is in the process of testing for COVID-19 (has been tested for COVID-19 and awaiting test results)
I have been in contact with someone who has tested Positive for COVID-19
I have personally tested positive for COVID-19

If any of the 4 stages above apply to you, please contact HR immediately to discuss the details and next steps.

Resources for COVID-19 Information

General Information Regarding Disinfectant Process

Only employees who have been trained can engage in disinfectant cleaning
All chemicals must be properly mixed as per the manufacturer. No other chemicals shall be added together as this will create a hazard
Proper PPE must be worn which includes but not limited to, safety glass, mask and disposable1-time use gloves
Safety switch on all sprayers must be engaged when not in use.
Sprayer carts must be charged overnight or when not in use
MSDS on File with the Director of Facilities
Schedule for Disinfectant TBD for each of the 5 locations
All cleaners must be used as per manufacturer instructions
In all office areas before the disinfecting process begins, the Fire Alarm System MUST be called out on TEST by the Director of Facilities until Disinfecting is completed.