Reopening Checklist: How to Update HR Policies in Light of COVID-19

Reopening Checklist: How to Update HR Policies in Light of COVID-19

Right now, many businesses are opening their doors again and bringing employees back into the office after three months or more of quarantine. But the world isn’t exactly the same anymore. With ongoing coronavirus concerns and heightened awareness about the need for workplace inclusivity and diversity (check out our blog on how affirmative action planning can help), it’s likely that your normal operating procedures need to change. It’s time to find a new normal—but you can ease that transition with good advice on how to revamp your office policies.

            Workplace Policy Reviews Are a Normal Part of Business

Sure, navigating coronavirus can be stressful, but updating HR policies isn’t anything unusual; it’s always been something a business should do at regular intervals. For example, it’s best practice to review workplace policies at least once per year, as well as anytime new legislation is passed that may impact them.

Still, with so many changes in our workplaces as a result of COVID-19, it is especially important to review them now. In last month’s blog post, we mentioned several considerations for making a workplace safer. These are changes that could result in the need or desire to officially update HR policies and employee handbooks. Here’s a checklist of how to document those safe practices with effective policy updates.

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Remember, all the information in this blog post is published in good faith and for general information purpose only.  I am not an attorney, nor do I provide legal advice. The information provided is my personal opinion and not that of any organization, business, company, agency or other individuals.  The author is not liable for any losses or damages related to actions or failure to act related to the content of this article. If you need specific legal advice, consult with an attorney who specializes in your subject matter.  Any action you take upon the information you find on this website (www.hrraw.com), is strictly at your own risk.

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Penny Horton | June 23, 2020

Existing Policies to Update

1. Safety

Addressing COVID in the workplace means changing how everyday business activities are performed. Appropriate changes to safety precautions might require updating your overall safety policy to better outline expectations around new behaviors and practices, such as cleaning protocols that are now required to be done by employees; limitations on personal items employees can have at work; and personal protective equipment (PPE) policy.

2. Work Shift

To provide social distancing and enhanced cleaning, employees may need to be assigned new shifts or schedules. These new practices should be formalized with written policies outlining alternate work schedules, alternate shifts, and telework/remote work guidelines.

3. Time Off

Testing for and recuperating from coronavirus can be complicated, so it’s smart to think through how you’ll address it as it affects the work environment. Among procedures to update are leave, paid time off (PTO), and/or sick time policies to reflect expectations for reporting COVID symptoms, expectations about returning to work after quarantine, and requesting COVID related leave.

4. Benefits

If your organization has modified its benefits plan as a result of coronavirus, those changes need to be reflected with updated policies so employees know how it all works.

5. Visitors

COVID concerns have impacted who steps onto your business property, when, and how. These changes affecting visitors in the workplace may require a new or updated policy outlining who is allowed to be at the business at what times, in which capacities, and under what conditions with what restrictions and requirements. If guests will not be allowed, that should also be clearly spelled out in writing.

6. Travel

Many businesses have already made de facto changes to travel policies by default, based on which states and countries currently allow or disallow incoming travelers. Now is the time to formalize these practices. If you have eliminated non-essential travel, redefined essential travel or implemented new approval procedures related to travel, be sure your policies reflect those changes in detail.

7. Medical Leave 

The Families First Coronavirus Response Act (FFCRA) outlines new Federal guidelines that affect emergency medical leave. It’s important to review existing sick leave rules to ensure companies are compliant with new Federal requirements. Paid sick leave, expanded Family and Medical Leave Act (FMLA) leave, and other requirements for eligible employers under the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) can all be impacted.

8. Internet

Are some or all employees working remotely? New ways of communicating virtually, at-home use of IT equipment (laptops, printers, etc.) from the office, maintaining online safety and more should be spelled out in refreshed IT and cybersecurity policies that outline expectations, privacy rules, and other requirements.

New Policies to Establish

9. Communicable Diseases Policy

Businesses may also need to create totally new policies for addressing coronavirus. Consider a Communicable Diseases Policy that outlines specifics for how the employer will address contagious diseases in the workplace. This policy should state that:

• The company may make decisions and responses to persons who have communicable diseases in the workplace based on available information from reliable sources like the CDC.
• The company doesn’t discriminate against employees and applicants who have a communicable disease.
• The company maintains an intent to comply with applicable statues and regulations to protect the privacy of those individuals.

A formal Communicable Diseases Policy is advantageous, as it offers some risk mitigation for the company and would include things such as measles, influenza, viral hepatitis-A (infectious hepatitis), viral hepatitis-B (serum hepatitis), human immunodeficiency virus (HIV infection), AIDS, AIDS-Related Complex (ARC), leprosy, Severe Acute Respiratory Syndrome (SARS), including the SARS-CoV-2 (coronavirus), and tuberculosis.

10. Infectious Disease Policy

Another new policy to consider instituting is an Infectious Disease Control Policy that outlines the measures the company will take and the expectations it has on its employees when there is an outbreak of an infectious disease such as COVID. This allows the company to outline regular ongoing health and safety measures as well as temporary measures that can be enacted without constantly changing normal policies. 

As an example, a business might not wish to permanently change its travel policy. Instead, specific limitations on travel during a contagious disease outbreak could be outlined within the Infectious Disease Control Policy. This eases the burden on company leaders, managers and HR departments if another outbreak of COVID or another communicable disease should occur. 

A well-defined Infectious Disease Policy should include topics such as:

• How the spread of infection is prevented in the workplace
• Travel limitations
• Temporary telecommuting arrangements
• Recommendations on when to stay home based on health/illness
• Requests the company may have related to medical information, screening questions or other documentation
• Disclaimer on confidentiality of medical information
• Social distancing, PPE or other guidelines
• Miscellaneous other considerations for activities outside of work, such as avoiding public transportation or recreational activities that increase exposure.

Communicate, Communicate, Communicate!

All the new policies in the world won’t mean much unless employees at all levels know what’s expected and how to meet those expectations successfully. So in addition to drafting the new or updated policies, employers must find ways to communicate these changes to employees. Written acknowledgment of the policy changes needs to be received, and leaders need to be trained on their compliance obligations related to them.  

Get Help to Navigate These Policy Implementations

            Being an employer has always been complex, but COVID-19 concerns have leveled up that complexity in all-new ways. The impact of this disease will continue to significantly affect the workplace landscape, and companies need to address it with smart, nimble HR moves that make getting back to business easier. 

Don’t go it alone when you can have expert guidance on your side to help you make all the right moves. Who’s Your HR? can update your business’s existing policies, create new ones, or review what you’ve already drafted for full compliance with the latest federal, state, local, and industry requirements. We can also assist you in developing communication strategies, creating acknowledgment forms and conducting training with leaders and staff on the policies. Contact us today to get started!