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Temporary Corporate COVID-19 Policies 05.08.2020

COVID Notification Policy

If you have been diagnosed with COVID, are being tested for COVID, have been exposed, think you have been exposed, or are living with someone who has been exposed to COVID-19 please do not report to work, and you should notify HR at HR@gillig.com as soon as possible. This will allow us to work with you to establish who may have had contact with you, what benefits are available to you, and any additional next steps.


Voluntary Work from Home Policy

In an effort to support production and ensure our employees are protected and safe, GILLIG has decided to initiate a temporary voluntary work from home policy. As we start production again on Monday, May 11, each department will most likely need someone here to support the production process. You may be asked to work onsite or rotate between work and home to ensure we don’t put undue burden on any GILLIG employee. If you have concerns about doing so, please reach out to your manager to start a discussion about your situation.


We also know that each and every GILLIG employee will do their best to be as efficient and productive as possible while working from home; however, we know at times personal life can be distracting. So, if your individual situation is distracting or limits your ability to be as productive as working in the office, please speak with your supervisor regarding considering time off or a potential alternative solution.


This policy has been developed only for positions that can effectively perform the majority of their jobs remotely. There are some positions (i.e., manufacturing management, assemblers, painters, quality control inspectors, reception, maintenance) that may not be eligible to work from home due to the nature of their job (i.e., requires physical presence at the facility). There may be other positions for which work may be limited; therefore, work schedules and hours worked may be modified because of lack of demand. You and your supervisor or department head should work together to discuss these details based on the nature and estimated duration of the situation.


While you are working from home you are expected to be available and working online during your normal designated work hours. All employees should be logged into Skype and leveraging its capability. Skype is the preferred method of communication to ensure there isn’t undue stress on the phone systems. If circumstances are such that working hours need to be modified, please work with your supervisor in advance to establish clear guidelines. GILLIG has the right to revoke these privileges if an employee is having performance issues during this time.


In an effort to mitigate any performance issues, we encourage managers and employees to connect early in their workday to answer any questions and agree to what the priorities are for the day—particularly in jobs where dayto-day work may be more subjective.


The company will supply you with basic equipment and software to do your job, but if you feel you need some additional items please consult your supervisor before ordering or bringing items home from work.


In order to ensure security during this time, we ask that you limit or restrict utilizing public Wi-Fi networks. If you experience technical difficulties while working from home (i.e., computer, VPN, or Internet connectivity issues) please inform your supervisor as soon as possible by whatever means necessary.


Before you come into the office please read and comply with the following policies:


Temperature Screening

As one of our measures to ensure a safe work environment for employees, we are requiring all employees to enter the facility through specific entry points, so they can be screened and have their temperature taken prior to entering the facility. All Corporate employees must enter through the lobby entrance to complete the required screening process.


Sign In/Sign Out Procedure

All main office employees (excludes production administration, quality, maintenance/warehouse leadership) will need to continue to sign in and out at the front desk, so we know who is in the office for emergency evacuation and/or potential COVID-19 exposure.


Face Coverings

As a result of the Alameda County Public Health Emergency Order, GILLIG is now requiring all employees and visitors to wear cloth face coverings in the workplace with very few exceptions. Only in the following circumstances is a face covering not required:


  • when a person is in a personal office (a single room) as long as other people do not regularly visit the office/room

  • when eating or drinking, provided adequate social distancing is maintained

  • while driving alone, or exclusively with other members of the same family or household, in a motor vehicle

  • if a medical professional has advised that wearing a face covering may pose a risk to the person wearing the mask for health-related reasons (a doctor’s note is required and must be submitted to HR)

  • if it would create a risk to the person related to their work as determined by local, state, or federal regulators or workplace safety guidelines

  • by anyone who has trouble breathing or is unconscious, incapacitated, or otherwise unable to remove the face covering without assistance


Per the Alameda County Order, a “face covering” means a covering made of cloth, fabric, or other soft or permeable material, without holes, that covers only the nose and mouth and surrounding areas of the lower face. A covering that hides or obscures the wearer’s eyes or forehead is not a face covering. Examples of acceptable face coverings include a bandana; a neck gaiter; a homemade covering made from a t-shirt, sweatshirt, or towel, held on with rubber bands or otherwise; or a mask, which need not be medical grade. Note that any mask that incorporates a one-way valve (typically a raised plastic cylinder about the size of a quarter on the front or side of the mask) that is designed to facilitate easy exhaling is not an acceptable face covering under this Order. Valves of that type permit droplet release from the mask, putting others nearby at risk.


To assist employees in fashioning a cloth face mask, we are providing instructions from the Centers for Disease Control and Prevention (CDC) on how to make a cloth face covering from items around the house: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html


It is the responsibility of each GILLIG employee and visitor to supply their own face covering while this Order is in effect. If you do not have your own face covering or are unable to make one, GILLIG will offer disposable face coverings while our supply lasts. In order to prolong the length of time that GILLIG’s supply will last, we are targeting to limit distribution of the face coverings to 1 per day per person. At this time, the future supply of face coverings by GILLIG cannot be guaranteed, so employees and visitors are encouraged to make their own and begin utilizing them as soon as possible. GILLIG employees who do not have an acceptable face covering while this Order is in place will not be permitted to work and will be not be paid for any absences. Employees refusing to wear their mask properly, over their nose and mouth, 3 while at work will be asked to go home; will not be paid for the remainder of the day; and will be subject to attendance points if applicable. Repeated violations will be cause for disciplinary action.


Social Distancing


Meetings

  • Avoid meeting with people face-to-face. Employees are encouraged to use the telephone, online conferencing, e-mail, or instant messaging to conduct business as much as possible, even when participants are in the same building.

  • If a face-to-face meeting is unavoidable, the meeting time should be for a minimum period of time and in an open area, outside or in a large meeting room; participants should stand/sit at least 6 feet from each other, if possible.

  • Avoid person-to-person contact such as shaking hands.


Carpool/Vanpool

  • We are prohibiting all employees from participating in a carpool or vanpool as a means to get to work (unless they currently reside in the same residence with those individuals) as it does not adhere to the State Mandated Social distancing order.


Lunch and Breaks

  • The microwaves, vending machines, refrigerators, break rooms, and kitchens will be temporarily closed. Please plan accordingly and do not bring food that needs to be refrigerated or heated.

  • All food truck services have been temporarily suspended. The lunchroom will be open; however, we must maintain social distancing.

  • Only bottle dispensers will be operational at the drinking fountains, so please bring your own water bottle.


Absences

During this period of time, if you are sick or you need to take care of someone who is sick you will be allowed to use sick and vacation time to cover your time off. Any absences of four days or more will be required to comply with the leave of absence process.


If your job requires that you come into the office, but you need to stay home because of childcare issues due to the closure of schools or because the potential exposure to COVID puts you or someone in your home at undue health risk, you must use accrued vacation; when all accrued vacation is exhausted, any additional time off will be unpaid.


“Friday” Dress Code Policy

While production was shut down, we informally instituted a relaxed dress code practice. Beginning Monday, May 11, we will utilize our “Friday” Dress Code policy while the Work from Home Policy remains in place. See below for more information:


  • Pants: Jeans are okay! Please wear nice jeans, not old, ripped, overly baggy or frayed.

  • Examples of inappropriate pants include shorts, workout pants, camouflage, cargo pants, and pants worn below the waist or hip line.


  • Tops: All shirts and sweaters with collars, business casual crewneck or V-neck shirts, blouses, golf and polo shirts.

  • Examples of inappropriate shirts include T-shirts, shirts with inappropriate slogans, tank tops, muscle shirts, camouflage and crop tops. In specified circumstances, T-shirts may be approved for special events.


  • Footwear: Casual slip-on or tie shoes, dress sandals with heel straps. Please keep in mind that office employees who go out to the plant must follow plant rules for appropriate footwear, which means that no tennis shoes or open-toed/open-heeled shoes are allowed in the plant.

  • Examples of inappropriate footwear in the office include floppy sandals, flip-flops. In specified circumstances, athletic shoes may be approved for special events only.


Policies That Are Not Changing

  • Parking – Rules have been relaxed during the shutdown; however, effective May 11 all parking rules will be reinstated and enforced.


Failure to comply with any of these temporary policies will be subject to disciplinary process up to and including termination.

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