General Practices For All Worksites
- Consider the mental and physical health and wellness of all personnel during these unprecedented times. The implementation of mental health resources to support the wellness of those participating in a production may be necessary. Options could include:
○ Emotional support hotline
○ Telemedical health and behavioral health resources
○ Mindfulness training; and
○ Provision of online tools and resources.
- All personnel are encouraged to report problems, ask questions and suggest solutions to enhance the safety and productivity of the workspaces.
- Utilize the AICP COVID-19 Symptom Screening for all participants working with others in-person.
- Identify person(s) responsible for COVID safety protocol enforcement, support and management.
○ Company’s Office: Person(s) assigned by company managers
○ Set: COVID-19 Compliance Manager
- Contact tracing and notification shall be performed as defined by the CDC or local government authority, whichever is stricter.
- Comply with mandated or contractually obligated COVID-19 Sick Leave Policy.
Implementing Advance Planning, Communication and Training:
- Call sheets should contain contact information for the COVID-19 Compliance Manager, as well as a mechanism for anonymous reporting.
- Any employee that does not receive a call sheet shall otherwise be notified by the employer of the contact information for the responsible COVID-19 Compliance Manager(s), as well as a mechanism for anonymous reporting.
- All personnel must be notified if they have been exposed to an individual who has exhibited symptoms of COVID-19 or who has tested positive for COVID-19.
- Limit the duration of workdays and excessive consecutive workdays whenever possible.
- Minimize use of crowd scenes or street scenes when a controlled flow of people is not possible.
Symptom Identification and Personal Screening:
- All personnel must participate in the AICP COVID-19 Symptom Screening each day prior to arriving on set or at the workplace as has been required by various Government and Regulatory bodies.
- Some ways to fulfill this requirement are:
○ Electronic survey, which can be pushed by email or app to all personnel. The results of the prior day’s self-screening should be confirmed to be “UNCHANGED” by the designated COVID-19 Compliance Manager upon arrival to the workplace.
○ Non-electronic survey, which can be done by a designated COVID-19 Compliance Manager using a written checklist prior to, or upon arrival to the workplace.
○ For visits to the workplace by unscheduled personnel, screening processes must be completed before they enter the workspace.
- Anyone who reports to work with new and unexplained COVID-19 symptoms will be instructed to return home and contact their healthcare provider.
- Americans with Disability Act (ADA) conformity:
○ All employees should be subject to the same screening.
○ In accordance with the ADA and other applicable laws, only designated person(s) may be privy to medical information provided by personnel. All such information must be stored separately from the employee’s personnel records and be held in the strictest confidence.
- Please note, when working at a rented facility (e.g. studio lot, stage), there may be specific requirements for screening which may be performed by designated individuals employed by the facility.
- Temperature checks may be performed on a prescribed basis.
Development of Symptoms:
- All personnel must immediately report to a designated COVID-19 Compliance Manager at the workplace if they are experiencing symptoms of COVID-19.
- If any personnel develops symptoms of COVID-19 (not reported prior in the daily screening process), they must not go to work and should immediately contact their healthcare provider, and their direct supervisor as soon as practicable.
- Persons diagnosed with COVID-19 should follow current CDC guidelines or local government rules, whichever is stricter, regarding testing and quarantine.
- Persons who have not had COVID-19 symptoms but who tested positive and are under isolation should follow the CDC’s recommended steps and prevailing governmental regulations.
- Doctor’s notes are not required to return to work as long as the individual meets the CDC criteria and prevailing government regulations.
- For guidelines regarding contact tracing, follow the CDC, State and local guidelines in effect at the time, with respect to the treatment of other personnel (e.g., testing, quarantine or self-isolation) who have been exposed to the employee who tested positive.)Exposure Reduction:
- Employers must utilize the AICP COVID-19 Symptom Screening as instructed each day for all personnel for each day when others are present at the workplace.
- All Employers should familiarize themselves with the US Equal Employment Opportunity Commission rules in this simple Q&A to create company policy and procedures for the workplace.
- Provide a washing station(s) when there is no access to running water.
- Handwashing facilities with running water, soap and paper towels (dispensed using a non-touch system, if possible), adequate for the number of cast and crew, shall be available and accessible from the first day of work. Hand washing with soap and water is considered more effective than hand sanitizer in preventing the spread of COVID-19.
- Physical contact should be avoided, including shaking hands, “high fives,” fist or elbow bumps, or hugging.
- Provide alcohol-based hand sanitizer with a minimum of 60% alcohol (self-dispensing when possible) where hand-washing stations are not readily available.
- Separate washing stations from hand sanitizing dispensers.
- Provide appropriate Personal Protective Equipment (PPE) to all personnel.
- Permit people to supply their own PPE, when they have specific personal preferences, as long as the PPE conforms to policy and is approved by the COVID Compliance Manager.
- Ensure proper distancing at:
○ Work stations
○ Meal seating
○ Also, when possible, implement 6 foot markings on floors where personnel need to line up
- Designate pathways as one-way when possible.
- Store and stock adequate supplies of all required PPE.
- Encourage a work-from-home strategy when possible.
- Consider shifting work day start and end times to avoid rush hour commutes, congestion in elevators, lobbies, and common areas.
- Request that building management share their preparedness plans and confirm that building staff have appropriate PPE, and are adequately educated regarding social distancing and cleaning / disinfecting protocols.
- Request from building management a safety data sheet for all chemicals used for cleaning and have them confirm that the building’s cleaning equipment is operational and maintained.
- Confirm that management inspects and maintains building equipment outside of your control.
- High touch points and equipment should be regularly wiped down during the day.
- Have a designated person in the role of a COVID-19 Compliance Manager to maintain best practices suitable for your worksite(s).
○ This individual should be trained on health and safety precautions, policies and procedures related to COVID-19 prevention, infection prevention practices, and PPE.
○ The designated individual(s) will oversee and monitor physical distancing, symptom monitoring, disinfecting protocols, and PPE compliance.
○ All personnel should know who the designated person(s) is and how to contact them.
○ The COVID-19 Compliance Manager may pause production or other work activities if he/she identifies a COVID-19 health and safety concern (e.g., issues of non-compliance with the health and safety protocols and procedures), to advise the appropriate party and resolve the concern.
- During production, incorporate pertinent COVID-19 considerations into Daily Safety Meeting. Staggered start times may require multiple meetings.
- Companies should provide proper ventilation, with HVAC systems that are regularly inspected and clean filters. Where practicable, the employer shall make reasonable efforts to utilize air filters with a minimum MERV 13 rating, or, in the alternative, implement CDC recommendations on air filtration in buildings.
- After equipment and equipment carts are cleaned, they should be covered when not in use.
- Communal tools and equipment shall be regularly cleaned as appropriate.
- All food prep/styling should occur in a designated and exclusive area, with only necessary personnel having access.
- Any Property Person handling food on set must follow all required food handling hygiene requirements.
- All employees shall have access to a clean water supply.
- All personnel must fill out the AICP COVID 19 Symptom Screening and acknowledgement, for each day of employment.
- All personnel should familiarize themselves with the current Centers for Disease Control COVID-19 information.
- Avoid touching your mouth, eyes, and nose.
- All personnel should be trained on hand hygiene practices (washing for a minimum of 20 seconds of duration, scrubbing all surfaces).
○ Periodically attend to hand hygiene during the day and at the start and end of all scheduled breaks.
○ Hands should be washed or sanitized:
■ Upon arriving at the job site;
■ After blowing one’s nose, coughing, or sneezing;
■ After using the restroom;
■ Before and after eating or drinking;
■ After contact with animals or pets;
■ After handling shared equipment or objects;
■ After cleaning or disinfecting equipment, tools or workspaces; and
■ At other appropriate times throughout the workday.
- Utilize PPE, including but not limited to face coverings that cover the nose and mouth, face shields, goggles, gloves, finger cots, etc., as needed or required.
- Replace PPE as necessary.
- Dispose, clean, or store PPE properly.
- Visitors to set should be limited to those who are absolutely necessary. If visitors are provided access, they will be subject to the same guidance as other personnel, including the need for symptom screening and PPE requirements.
- Union representatives exercising their rights to visit workspaces will be subject to the safety guidelines required of a visitor.
- Maintain good ventilation.
- Maintain social distance of a minimum of 6 feet whenever possible.
- Employers shall provide all employees with face coverings to be worn at all times on the job site, except when eating, drinking, or when their job duties prevent them from doing so. Maintain person
- Work with the Producer, the COVID-19 Compliance Manager and Department Heads to follow proper sanitary guidelines.
- Employees should label PPE with their name when doing so does not interfere with the efficacy of the PPE.
- When individual or rental cars are being utilized, crew members shall not transport other members of the crew, except that crew members may transport other members of the crew who reside with them.
- When working in trucks, "bullpen style" offices or other confined spaces, efforts should be made to maintain social distancing. Consider using plexiglass to create individual workspaces, if appropriate.
- Plans for sheltering during inclement weather should be designed to ensure proper social distancing.Surface Transmission Mitigation:
Surface Transmission Mitigation:
- The COVID-19 Compliance Manager will determine, in consultation with department heads or departmental operations, the health and safety protocols that are necessary and appropriate for work, which may differ from those in this document.
- Designate individual(s) for overall housekeeping, and to perform high-touch wipe downs, with an emphasis on shared spaces and equipment.
- Post signage to remind people to wash and/or sanitize their hands.
- Designate an area to receive deliveries outside vs. inside office / motorhome, and clearly post sanitary policies for messengers and deliveries.
- Provide covered no-touch trash disposal.
- Provide ample disposal receptacles for PPE.
- Make appropriate disinfectant supplies accessible to all personnel.
- EPA-approved disinfectant with a claim against SARS-CoV-2 should be widely available at the workplace.
- Maintain regular housekeeping practices in your immediate space, including routine cleaning and disinfecting of surfaces, equipment, and other elements of the work environment.
- Use appropriate disinfectant to avoid damaging surfaces.
Reduce Commonplace Touchpoints:
- Provide a sensor-activated environment when possible (water coolers, toilets, faucets, soap dispensers, paper towel and hand sanitizer dispensers).
- Consider providing finger cots (preferable) or gloves for any shared equipment (e.g. copy machine, microwave) especially when washing stations or appropriate methods of disinfectant are not immediately accessible.
- Assign individual designated printers and scanners when possible for those whose tasks cannot be accomplished by electronic forms of communication.
- Assign tasks to specific individuals when possible (e.g. one person turns office lights on/off, one person adjusts thermostats, one person accesses specific areas, etc).
- Provide specific office supplies, such as pens (and have individuals label and keep them).
- Clean and sanitize all surfaces including high touch areas (fixtures, light switches, appliance handles, buttons, etc.) on arrival and departure of staff and clients.
- Ensure adequate stock of eco-friendly disposable products (plates, utensils, toilet paper, paper towels, etc.) when reusable, washable, service items are not available or practical.
- Eliminate self-serve in kitchen and designated food service areas.
○ Do not provide snack bowls or unpackaged goods.
○ Do not provide fruit that isn’t individually wrapped, or washed and peelable.
○ Do not provide shared platters.
○ Communal “buffet style” food service, including salad bars, trays of food, or any food service that requires sharing of utensils such as serving spoons or tongs, will not be permitted.
- Stagger group meals to allow for social distancing guidelines.
- Use a cell phone as opposed to a landline.
- Individuals should park and move their own vehicles.
- Use personal/reusable water bottles (clearly labeled with owner’s name), dishes, and flatware when sanitary conditions for use can be maintained. Otherwise, use ecologically friendly single-use flatware, plates, and cups.
- Use contactless payment (as opposed to petty cash) whenever possible.
- Do not share cell phones, tablets, or computers.
This information is designed as a service to AICP Members and is intended only to provide general information on the subject covered and not as a comprehensive or exhaustive treatment of that subject, legal advice or a legal opinion. Members are advised to consult with legal counsel and other professionals with respect to the application of the subject covered to any specific production or other factual situation.