Last Revision Date: March 16, 2021 Next Review Due: May 2021

This protocol will be reviewed for currency/need and will be amended as needed.

COVID-19 – Steps to a Safe Start

Contents Introduction: .......................................................................................................................................................1

Tier Movement and Geographic Boundaries: ....................................................................................................2

TIER 1 - Required Practices & Guidelines ...........................................................................................................3

TIER 2 - Required Practices & Guidelines ...........................................................................................................4

TIER 3 - Required Practices & Guidelines ...........................................................................................................5

TIER 4 - Required Practices & Guidelines ...........................................................................................................7

APPENDIX A – Work Shift Rotations ...................................................................................................................8

APPENDIX B – How to Limit Feelings of Isolation for Employees .......................................................................9

APPENDIX C – Triggers for DNR Tier ................................................................................................................ 11

APPENDIX D - Approval Process for Moving Between Tiers ............................................................................ 13

Tier Change Request Form .............................................................................................................................. 15

Introduction:

This document was developed by the DNR COVID-19 Safe Start Workgroup and outlines the steps DNR will take to safely restart all phases and types of operations within the Department. At present, DNR’s operations have been limited to telework and staff performing essential functions outside of telework. This document references other documents that have been developed as part of the COVID-19 response, including but not limited to DNR’s PPE and Disinfectant Protocol and DNR’s Health Screening Protocol.

Unless noted, this document will not discuss any of the regular practices/ requirements and will only focus on those practices specific to COVID-19 response. DNR’s objectives related to COVID-19, are:

1. Reduce risk of new infections of DNR employees from COVID-19;2. Slow the spread of COVID-19 in the DNR Community;3. Ensure DNR continuity of operations;4. Provide for frequent communication to all DNR personnel

As with the PPE and Disinfectant and Health Screening Protocols, this document uses the phrases “maintain social distancing” and “not maintain social distancing” throughout this document. For the purpose of this document, not maintaining social distancing refers to being closer than 6 feet. When unable to maintain social distancing, individuals will wear proper PPE as outlined in DNR’s PPE & Disinfectant Protocol.

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This document is categorized into four separate tiers. Each tier builds upon the previous one until all operations are returned to a normal “pre-COVID-19” state. Note that while there are four tiers, they are not tied directly to the Governor’s phased approach for re-opening the State of Washington. This document is not meant to interpret the Governor’s direction, it provides internal direction to DNR staff. The intent of this effort is to maintain consistency as much as possible across the state.

Tier Movement and Geographic Boundaries:

The entire agency will operate under Tier 1 guidance until at least July 5, 2021. After July 5, 2021, the Senior Leadership Team (SLT) will determine when regional tier advancement is appropriate and will be consulting with the Safe Start Workgroup prior to this decision.

Unless directed by the Chief Operating Officer (COO) or the Commissioner of Public Lands (CPL), or by Governor’s Directive, tier movement is determined by the process outlined in Appendix D of this document. If specific Regions or the Deputy Chief Operating Officer (DCOO) believe it is in the best interest of the agency to move to a different tier (up or down), then a detailed review by the COO (in consultation with the SLT) must first take place. Once a Region Manager or the DCOO applies for a region tier change request, the Safe Start Workgroup will make an initial recommendation as to what Tier is appropriate to the COO. Final determination will be made by the COO. Refer to Appendix D for details.

Please note that each region may be in a different tier as the process moves forward. Decision will be based on criteria/situation across the entire region and not one specific location. Individuals traveling from one area of the state to another (such as one region to another) must follow the restrictions of the lower of the two locations. The Natural Resources Building (NRB) tier status will be defined by South Puget Sound Region’s tier status, unless modified by a specific NRB-tenant agreement. Based on external events, Regions may regress to a lower Tier based on infection rates or may jump ahead if a vaccine has been approved and sufficiently deployed into the population.

DNR COVID-19 Safe Start Workgroup Members:

Special thanks to the many employees who volunteered to participate on this workgroup. Please don’t hesitate to contact any of us with questions you may have.

1. Chris Allen – Safety Office2. Brule Burkhart – Executive Management3. Lauren Burnes (Team Lead) –

Executive Management4. Jesi Chapin - Safety5. Steve Dormaier – Northwest Region

BOA6. Michal Rechner – Aquatics7. Susanna Fenner – Human Resources8. Mona Griswold – Olympic Region

Manager

9. Doug Kennedy – Uplands10. Mike Lenker – Human Resources11. Kathy Linse – Information Technology12. Donelle Mahan – Forest Practices13. Ken McNamee – Northeast Region

Manager14. John Perry - Engineering15. Nancy Shaff – Southeast Region BOA16. Chuck Turley – Wildfire17. Lenny Young – Executive Management18. Pat Young – Engineering

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TIER 1 - Required Practices & Guidelines

• Staff are requested to telework as much as their job and continuity of operations permits.• Staff are to limit travel to only that required for continuity of operations. Avoid travel outside of

home county/area unless performing essential or otherwise approved functions.• Utilize all required PPE as outlined in DNR’s PPE & Disinfectant Protocol (refer to DNR’s COVID-

19 SharePoint site for the most up-to-date document).• Maintain social distancing if at all possible.• Do not use meeting rooms unless pre-arranged for social distancing.• Break rooms should have chairs removed to limit use.• Non-DNR employees are not permitted in DNR buildings, but DNR employees can be contacted

for services via phone or email.• Participate in or complete Health Screening as outlined in DNR’s Health Screening Protocol (refer

to DNR’s COVID-19 SharePoint site for the most up-to-date document).• Have access to disinfectant products (wipes or an alternative disinfectant and disposable paper

product) to clean surfaces. A list of products that are EPA-approved for use is available athttps://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2. Themanufacturer’s instructions for concentration, application, method and contact time, etc. must befollowed. Before and at the end of employee’s shift, clean all surfaces with disinfectant.

• Have the ability for employees to properly clean their hands. This can be accomplished by either(1) washing hands with soap and water for at least 20 seconds; or (2) using an alcohol basedhand sanitizer that is at least 60% alcohol. The preferred method for cleaning hands is soapand water for at least 20 seconds.

• A clean workplace is essential to ensure we continue to reduce the risk of new infections andcontinue to slow the spread of COVID-19 in the DNR Community. This will be accomplished by(1) Routine daily cleaning for vehicles and other equipment before use. (2) Ventilate vehiclesduring and after use. (3) Clean all “high-touch” surfaces every day. (4) Wipe down / clean allshared equipment before and after use. This includes things such as coffee pots, microwaves,copiers, etc. (5) Wash hands thoroughly after cleaning equipment, surfaces, etc.

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TIER 2 - Required Practices & Guidelines

• Up to 1/3 of staff are permitted in buildings, however staff are still encouraged to telework asmuch as their job and continuity of operations permits.

o Region or Division Mangers will work with all supervisors to determine staff who arerequired be in buildings.

o Determination will be based on need but also on limitations of telework. Limitations mayinclude but not limited to: Job/task requirements Job effectiveness Access to information Insurmountable Technology problems

o Consider incorporating staff rotations on specific days or times within the day. An exampleof possible rotation ideas is included in appendix A

• Staff are to limit travel to only that required for continuity of operations. Avoid travel outside ofhome county/area unless performing essential or otherwise approved functions.

• Utilize all required PPE as outlined in DNR’s PPE & Disinfectant Protocol (refer to DNR’s COVID-19 SharePoint site for the most up-to-date document).

• Maintain social distancing if at all possible.• Do not use meeting rooms unless pre-arranged for social distancing.• Break rooms should have chairs removed to limit use.• Non-DNR employees are not permitted in DNR buildings, but DNR employees can be contacted

for services via phone or email.• Participate in or complete Health Screening as outlined in DNR’s Health Screening Protocol (refer

to DNR’s COVID-19 SharePoint site for the most up-to-date document).• Have access to disinfectant products (wipes or an alternative disinfectant and disposable paper

product) to clean surfaces. A list of products that are EPA-approved for use is available athttps://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2. Themanufacturer’s instructions for concentration, application, method and contact time, etc. must befollowed. Before and at the end of employee’s shift, clean all surfaces with disinfectant.

• Have the ability for employees to properly clean their hands. This can be accomplished by either(1) washing hands with soap and water for at least 20 seconds; or (2) using an alcohol basedhand sanitizer that is at least 60% alcohol. The preferred method for cleaning hands is soapand water for at least 20 seconds.

• A clean workplace is essential to ensure we continue to reduce the risk of new infections andcontinue to slow the spread of COVID-19 in the DNR Community. This will be accomplished by(1) Routine daily cleaning for vehicles and other equipment before use. (2) Ventilate vehiclesduring and after use. (3) Clean all “high-touch” surfaces every day. (4) Wipe down / clean allshared equipment before and after use. This includes things such as coffee pots, microwaves,copiers, etc. (5) Wash hands thoroughly after cleaning equipment, surfaces, etc.

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TIER 3 - Required Practices & Guidelines

• Up to 2/3 of staff are permitted in buildings, however staff are still encouraged to telework asmuch as their job and continuity of operations permits.

o Region or Division Mangers will work with all supervisors to determine staff who need tobe in buildings.

o Determination will be based on need but also on limitations of telework. Limitations mayinclude but not limited to: Job/task requirements Job effectiveness Access to information Technology problems

o Consider incorporating staff rotations on specific days to permit more access to largeroverall number of staff.

• Both DNR’s PPE & Disinfectant Protocol and Health Screening Protocols should be reviewed anddetermined if the following changes should be permitted:

o PPE & Disinfectant: PPE has been required until this point. Does PPE now become recommended but not required? Can personal cloth masks now be primary source and no longer last resort? Once any necessary changes are determined, updates to the PPE & Disinfectant

Protocol should be made and SharePoint updated.o Health Screening:

Health Screening has been required and completed by a designated person (tothis point).

Can people self-screen at this time? Once any necessary changes are determined, updates to the Health Screening

Protocol should be made and SharePoint updated.• Staff are to minimize travel to only that required for continuity of operations. Avoid travel outside

of home county/area unless performing essential or otherwise approved functions.• Utilize all required PPE as outlined in DNR’s PPE & Disinfectant Protocol (refer to DNR’s COVID-

19 SharePoint site for the most up-to-date document).• Maintain social distancing if at all possible.• Do not use meeting rooms unless pre-arranged for social distancing.• Break rooms should have chairs removed to limit use.• Non-DNR employees are permitted in DNR buildings, provided DNR staff have adequate

protections/barriers. Examples include plastic or glass shields at main (check in) desks, signsnoting people to not enter if sick, and signs indicating what protective measures non employeesmust have.

• Participate in or complete Health Screening as outlined in DNR’s Health Screening Protocol (referto DNR’s COVID-19 SharePoint site for the most up-to-date document).

• Have access to disinfectant products (wipes or an alternative disinfectant and disposable paperproduct) to clean surfaces. A list of products that are EPA-approved for use is available athttps://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2. Themanufacturer’s instructions for concentration, application, method and contact time, etc. must befollowed. Before and at the end of employee’s shift, clean all surfaces with disinfectant.

• Have the ability for employees to properly clean their hands. This can be accomplished by either(1) washing hands with soap and water for at least 20 seconds; or (2) using an alcohol basedhand sanitizer that is at least 60% alcohol. The preferred method for cleaning hands is soapand water for at least 20 seconds.

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• A clean workplace is essential to ensure we continue to reduce the risk of new infections and continue to slow the spread of COVID-19 in the DNR Community. This will be accomplished by (1) Routine daily cleaning for vehicles and other equipment before use. (2) Ventilate vehicles during and after use. (3) Clean all “high-touch” surfaces every day. (4) Wipe down / clean all shared equipment before and after use. This includes things such as coffee pots, microwaves, copiers, etc. (5) Wash hands thoroughly after cleaning equipment, surfaces, etc.

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TIER 4 - Required Practices & Guidelines

• Facilities have the ability to operate at full capacity.• Staff are permitted to telework in accordance with DNR’s Telework Policy• Travel is not limited• No PPE is required, but staff can still utilize cloth masks when/as desired.• No Health Screening is required.• Social distancing is no longer required.• Regular cleaning and sanitation supplies should be available for use e. This includes bathrooms

have soap/water/towels, garbage emptied on regular basis, cleaning occurs on a regular basis.

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APPENDIX A – Work Shift Rotations

As DNR begins to allow staff to return into the office environment, it is likely that there will be reduced capacity requirements to ensure that staff are able to remain safe in an enclosed environment. Recognizing that each office location where DNR staff work at have their own unique physical layouts and considerations, the Safe Start Workgroup is offering the following suggestions when developing a plan to allow staff to return to the office environment.

Recommendations:

A. Familiarize yourself with employee interest in returning to the office environment. TheDNR COVID survey sent to all staff in April found that many employees believe they aresuccessfully working from home and can continue to do so for the foreseeable future. However,there were others that expressed insurmountable concerns working from home such as work-life balance. Have managers talk with staff to get an estimate of how many individuals need orwant to return to the office.

Priority considerations (criteria) for returning to the office environment should be given to:o Those staff that do not have the appropriate technological resources to best complete their

work in a remote setting;o Those staff that have not been able to efficiently complete their work in a remote setting; oro Those staff that are not able to maintain high productivity in a remote setting.

Initial priority to return to the office environment should be given to those meeting one or more of the criteria listed above. On a case-by-case basis, those staff that prefer to work in the office environment should be eligible to return to the office as capacity allows as DNR progresses through its different tiers of opening.

B. Assess the number of staff that need to/want to return to the office environment(returning staff) as DNR progresses through its tiers of opening. Work with managerswithin the office locations to develop and coordinate a suitable schedule/work shift plan that canensure that the number of individuals in the office do not exceed the capacity limitationsprescribed by the respective DNR tier.

Example work shifts include:o Allow returning staff to enter the office on alternating days;o Allow returning staff to enter the office on one assigned day weekly;o Allow returning staff to work at the office for one week straight and then work from home

the following week

C. When DNR shifts between tiers, office-location managers should convene to review thecurrent number of individuals that can be safely allowed into the office environment andreevaluate the best work shift option.

D. Each office location should try to keep a daily log of those individuals that enter theoffice for a duration of longer than 15 minutes to help with tracking/notification shouldthere be an individual whom tests positive for COVID.

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APPENDIX B – How to Limit Feelings of Isolation for Employees

According to the Society of Human Resource Management (see #3 in “additional resources below”):

Many of us have felt isolated at some point during the coronavirus pandemic. As COVID-19 has forcefully swept across the world, it has caused a ripple effect of loneliness for millions of people in every sector of the workforce. No one is immune from the feelings of isolation that this contagion has caused. When loneliness becomes a chronic experience, it can harm our health and well-being.

Leaders have a responsibility to help mitigate workplace isolation. They need to prioritize social connections in these unprecedented times of social distancing and remote work. Since random lunchroom run-ins and deskside drop-bys are no longer a given—even after employees are asked to return to their workplaces—new approaches will be needed to foster healthy relationships at a distance. Absent that, workplaces will feel the aftershocks of isolation and burnout long after the pandemic is over.

Why connection matters

The pandemic has impacted everyone differently, some more significant than others. Many employees have experienced increased feelings of stress and isolation due in part to the need to “Stay Home, Stay Safe.” For many employees, working with coworkers in the office was the main source of social interaction and human connection – regardless of whether you’re an introvert or extrovert we all need some level of social engagement for our well-being. When we feel connected and part of a team, it positively impacts our productivity, morale, and ultimately the service we are able to provide to the public. We are all public servants but most importantly we are all humans trying to navigate these unprecedented times as best we can. By taking a little extra effort to reach out to people, even if only by phone or computer, can help ease stress, fatigue, and build a sense of togetherness as our agency works through this. Taking a little extra time to limit isolation between you and your coworkers will go a long way at building resilience for you and your team. Resilience is how we will get through this.

What are some ways employees are building more connection with their coworkers?

• Communicate with genuine care and thought towards colleagues when engaging via email –pause before you hit “send”

• Communicate with clarity and positivity - working remotely makes it vital for communications,especially by email or chat, to be clear and positive, or they may be viewed as cold orindifferent. Salutations before jumping into business is helpful too. Happy emojis, fun photos,and generous compliments all are tools to maintain morale and build rapport. (Source: HarvardBusiness Review #4 in resources below)

• Supervisors are adding more time to 1:1s to check in with their employee(s) and see howthey’re doing – it can be easy to fall into just discussing work but engaging in personalconnection can go a long way at building trust and camaraderie.

• Use Skype’s instant messenger function for a quick note or team chat.• Socialize with colleagues - isolation is a common problem for remote workers, so it’s more

important than ever to come together. Try creating and participating in chat threads where teammembers can talk about common interests. Video calls are better to connect with colleagues,even just for an end-of-day watercooler chat. They also help introverts—who’d rather not

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constantly socialize in surface conversation—periodically connect with team members. (Source: Harvard Business Review #4 in resources below)

• Some teams meet outdoors in a social/physical distancing environment for face to face time (this may rely on the status of the outbreak in order to ensure safety).

• Some teams have set up monthly/weekly Zoom check-ins for virtual “face to face” time. • Establish a Book club! Pick a book you can discuss, work through concepts and engage with

each other – some use leadership and development books as a theme and your group can decide on which book to choose together.

• Invite someone new to your workgroup meeting for connection and cross-pollination. • Encourage peers and staff to reach out to each other, saying it out loud to staff gets them

motivated to do that. • Contact IT for technical issues or ideas – they can help troubleshoot issues such as which

platform is best, what’s safest, what reduces risk, and what to do with low Wi-Fi. • When in doubt, ask a colleague what they do/have seen that works!

Remember: It’s ok to take time for yourself to be healthy, it can be hard to take care of others when you can’t take care of yourself. Please make sure you are taking time for your mental and emotional well-being and reach out to family, friends, a colleague, EAP, HR, or supervisor if you’re feeling isolated.

Additional Resources and Reading:

1. COVID-19 Resources (WA Employee Assistance Program) o https://des.wa.gov/services/hr-finance/washington-state-employee-assistance-program-

eap/covid-19-resources 2. How to Receive EAP Services (WA Employee Assistance Program)

o https://des.wa.gov/services/hr-finance/washington-state-employee-assistance-program-eap/services-employees/how-receive-eap-services

3. Dealing with Social Isolation: With millions of workers now telecommuting due to the coronavirus, business leaders must help them foster social connections (SHRM)

o https://www.shrm.org/hr-today/news/all-things-work/pages/dealing-with-social-isolation-due-to-coronavirus.aspx

4. 6 Ways to Avoid Isolation Fatigue While Balancing the Demands of Remote Work (Harvard Business Review)

o https://hbr.org/sponsored/2020/07/6-ways-to-avoid-isolation-fatigue-while-balancing-the-demands-of-remote-work

5. How to Prepare Yourself for a Return to the Office (Harvard Business Review) o https://hbr.org/2020/07/how-to-prepare-yourself-for-a-return-to-the-

office?utm_medium=email&utm_source=newsletter_daily&utm_campaign=dailyalert_activesubs&utm_content=signinnudge&deliveryName=DM87060

6. Why Relational Connection Is So Important During the Coronavirus Pandemic (LinkedIn) o https://www.linkedin.com/pulse/why-relational-connection-so-important-during-michael-

stallard/?trackingId=Q1j5V4NYqI4dGWTA6DiSCg==

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APPENDIX C – Triggers for DNR Tier

The following triggers can be used to help determine which Tier is appropriate for operations. Note that each Tier has information on both conditions and actions that are in place to help limit exposure and ensure DNR’s meets its objectives. Following the triggers, a crosswalk table has been included to demonstrate how the Governor’s Phased approach fits within DNR’s tiers.

DNR Tier 1 – as indicated by

• All employees teleworking• Tasks limited to essential functions (outside of telework)• Community spread is exponentially growing• Continual increase in cases (rapid)• DNR buildings closed to public• Social distancing is required, PPE is required• Requested or ordered to stay at home unless essential• All counties in P1 or P2 by region boundary

DNR Tier 2– as indicated by

• Community spread is still occurring but has slowed• Cases are still occurring but at a slow pace (day-to-day) compared• Social distancing is required, PPE is still required• Travel is limited to essential functions• All counties in P2 or P3 by region boundary• Public gatherings are limited to 50 or less people• Very limited non-employee access to DNR buildings

DNR Tier 3– as indicated by

• Community spread is very low or not occurring• Cases are still occurring but overall day-to-day is continually going down• Social distancing and PPE is still required• All counties in P3 or P4 by region boundary• Public gatherings are allowed above 50 people as proper social distancing allows• DNR buildings may be accessible to public as proper social distancing allows• Minimize non-essential travel, make contact with relevant region/NRB staff prior to travel (no

impromptu drop-ins)

DNR Tier 4– as indicated by

• Community spread is not occurring• Social distancing is not required• All counties have completed all phases and are operations are operating normally• No restrictions on gathering sizes• No travel restrictions

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County Phase to DNR Tier Comparison

GOV 1 (County Phase)

GOV 2 (County Phase)

GOV 3 (County Phase)

GOV 4 (County Phase)

END OF INCIDENT

DNR Tier 1

DNR Tier 2

DNR Tier 3

DNR Tier 4

Note that while there are four DNR tiers, they are not tied directly to the Governor’s phased approach for re-opening the State of Washington. This document is not meant to interpret the Governor’s direction, it provides internal direction to DNR staff.

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APPENDIX D - Approval Process for Moving Between Tiers

Process Step Who Does What

1

A Region Manager or the Deputy Chief Operating Officer

(DCOO)

• Fill out the Tier Request Form (see application template below)based on the Tiers as outlined in the COVID-19 – Steps to a SafeStart document. and email it to:DNRRECOVIDSAFESTART@dnr.wa.gov for first review.

2 DNR COVID-19 Safe Start Workgroup

• The workgroup will review the application for completenessutilizing the COVID-19 – Steps to a Safe Start document andmake a recommendation to the COO for their approval.

• The workgroup is also available to support the decision-makingprocess.

3 Chief Operating Officer (COO)

• The COO may seek counsel from the Senior Leadership Team(SLT) prior to a final decision. The COO shall approve, deny, ormodify any tier change request.

4 DNR COVID-19 Safe Start Workgroup

• Upon receipt of application, the approval for moving up a tierwill be communicated to the requester within one week of theCOO’s decision. Downgrade requests are considered morecritical and final approval will be communicated within twobusiness days of submission. The final decision will be logged.

To avoid confusion and slow the spread of the disease, each region must remain wholly in one tier or another. For example, portions of a region cannot move between tiers until the entire region has been approved to move. Division employees working out of region offices or work centers who want to return to their pre-COVID workstation must follow the tier of the region where their office is located. DNR’s headquarters building in Olympia (NRB) will follow the guidance for South Puget Sound Region’s tier boundary, unless modified by a specific NRB-tenant agreement.

Region Manager or Deputy COO submits Tier Change Form to DNR COVID Safe Start Team

email for initial review

Safe Start Team reviews for

completeness and content, makes rec. to

COO

COO decides whether to approve, modify, or reject the application -the COO may consult

with the SLT as needed

TIER UPGRADE: Safe Start notifies initiator of

decision within one week of SLT decision for

upgrades, record decision

TIER DOWNGRADE: Safe Start notifies initiator of

decision within two business days for

downgrade requests, record decision

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If a county moves backward through the county phases, as defined and directed by the Governor’s Office, then the region or division(s) whose locations include that county must follow the implications of the Governor’s order. For example, assume all counties in PC Region are in Governor’s Phase 3 and DNR Tier 3. If Clark County then moved backwards to Governor’s Phase 2, all of PC Region would move from DNR Tier 3 to DNR Tier 2. See Appendix C in the COVID-19 – Steps to a Safe Start document.

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Tier Change Request Form

Complete and email to DNRRECOVIDSAFESTART@dnr.wa.gov please indicate in your email whether you are requesting a tier upgrade or downgrade.

Requester Name, Region

Date

Current Tier Placement: (1, 2, 3, or 4)

Desired Tier Placement: (1, 2, 3, or 4)

Explain current situation (be as descriptive as possible)

Are all counties in your region in the same County Phase (reopening phases)? Yes ☐

No ☐

What County phase(s) are the region in (check all that apply) 1 ☐

2 ☐

3 ☐

4 ☐

When was last Tier Movement? ☐ Less than 1 week ☐ 1 week – 2 weeks ☐ 2+weeks

Please explain reasoning of tier request

Does tier movement pose any additional risks for COVID-19 exposure? Please Explain below:

Yes ☐

No ☐

Below to be completed by SSWG

Recommendation from SSWG: ☐ Approve ☐ DisapproveReasoning:

Decision from COO: ☐ Approve ☐ Disapprove