- High-risk setting: These include certain Federal facilities—or certain specific settings within Federal facilities— where (1) COVID-19 transmission risk is high, and (2) the population present onsite is at high risk of severe outcomes from COVID-19 or there is limited access to healthcare. Examples of such settings provided by CDC include, “High-risk congregate settings, such as assisted living facilities, correctional facilities, and homeless shelters, that have demonstrated high potential for rapid and widespread virus transmission to people at high risk for severe illness” and “Settings that involve close quarters and that are isolated from healthcare resources (e.g., fishing vessels, wildland firefighter camps, or offshore oil platforms).
- Screening Testing: This is COVID-19 testing intended to identify people with COVID-19 who are asymptomatic or do not have any known, suspected, or reported exposure to SARS-CoV-2, the virus that causes COVID-19
- Serial Screening Testing: This is screening testing that is repeated at different points in time within a group, such as periodic testing for everyone in a particular setting or facility.
- Point-in-time Testing: This is screening testing that happens on a situational basis, such as before an event or visit.
- Serial screening testing is screening testing that is repeated at different points in time within a group, such as periodic testing for everyone in a particular setting or facility. Following consultation with the HHS RTWP Task Force, the HHS Office of General Counsel and the Task Force, Divisions may establish COVID-19 serial screening testing programs for employees (or employees and onsite contractor employees) working in high-risk settings within Division facilities. Should HHS establish such serial screening testing programs, then when COVID-19 hospital admission levels are MEDIUM or HIGH in the county where those facilities are located, HHS will require all asymptomatic employees who are enrolled in the serial screening testing program, regardless of their vaccination status, to be tested twice weekly for any week during which they work on-site or interact in person with members of the public as part of their job duties in that high-risk setting.
- Onsite contractor employees do not need to be included in HHS serial screening testing programs; however, Divisions may determine that it is necessary that onsite contractor employees, regardless of their vaccination status, must participate in serial screening testing, based upon operational or administrative considerations associated with particular settings, roles or functions.
- An employee or onsite contractor employee enrolled in a serial screening testing program for an HHS identified high-risk setting does not need to be able to provide the results of a negative test each time they enter or are present in that setting. This is in effect regardless of COVID-19 hospital admission levels.
- Employees who are working remotely or who are on maximum telework do not need to undergo regular testing.
- Testing may be conducted at an HHS facility or offsite as determined by the Division.
- The test can be both self-administered and self-read by the employee if the Division has the employee certify as to when they took the test and that they received a negative result.
- If a Division has established such point-in-time screening testing requirements for high-risk settings, then when COVID-19 hospital admission levels are MEDIUM or HIGH in the county where the Federal facilities with those high-risk settings are located, agencies must require visitors (except those seeking to obtain a public service or benefit), onsite contractor employees (except those individuals otherwise enrolled in an agency serial screening testing program, if any) accessing those settings, as well as in-person attendees at meetings, events, and conferences the agency is hosting in those settings (except those individuals otherwise enrolled in an agency serial screening testing program, if any), regardless of vaccination status, to be able to provide proof that they received a negative test result within 24 hours of accessing that Federal facility or high-risk setting from a viral test authorized by the FDA to detect current COVID-19 infection, pursuant to E.O. 13991 and consistent with CDC guidance.
Diagnostic Testing
- Diagnostic testing is intended to identify current infection in individuals and should be performed on anyone that has signs and symptoms consistent with COVID-19 and/or following recent known or suspected exposure to SARS-CoV-2.
- HHS employees who are known to have been exposed to COVID-19 as part of their work and are onsite at an HHS workplace or interacting with members of the public in person as part of their official HHS responsibilities must receive diagnostic testing at no cost to the employee.
Workplace COVID-19 Cases
- HHS Divisions will provide recommended CDC guidance to employees or contractors who may test positive while physically in the workplace regarding isolation and testing procedures.
- Any information collected will be kept confidential in compliance with the Americans with Disabilities Act, the Privacy Act, and the Rehabilitation Act and other EEO laws, and accessible only by those with a need to know in order to protect the health and safety of personnel.
Official Travel
- There are no Government-wide limits on official travel (i.e., travel conducted under an official travel authorization) for Federal employees. Employees should follow their Division’s travel policy.
- In approving official travel for employees, Divisions should:
- Inform those employees that CDC recommends that individuals make sure they are up to date with COVID-19 vaccines before travel;
- Recommend that those employees consider being tested for current infection with a viral test as close to the time of departure as possible (no more than three days) before travel and recommend that those employees consider being tested with a viral test after travel if their travel involved situations with greater risk of exposure such as being in crowded places while not wearing a high-quality mask;
- Instruct those employees to adhere strictly to CDC guidance for domestic and international travel before, during, and after official travel;
- Instruct those employees to check their destination’s COVID-19 hospital admission level before traveling and to wear a high-quality mask or respirator (such as an N95) while on-duty and around others indoors at their destination, if the COVID-19 hospital admission level in the county where their destination is located is HIGH.
- Instruct employees to make sure they understand and follow all travel restrictions put in place by State, Tribal, local, and territorial governments.
- Advise the traveling individual to prepare to be flexible, as restrictions, policies, and circumstances may change during their travel.
- If the individual remains without COVID-19 symptoms before traveling, then pursuant to E.O. 13991 and consistent with CDC guidance, the agency must instruct the individual to, in addition to other standard pre-travel instructions related to COVID-19:
- Wear a high-quality mask or respirator (such as an N95) the entire time they are on-duty and around others indoors for the full duration of their travel that falls within the 10 full days after their last known exposure;
- Not travel on public transportation such as airplanes, buses, and trains if they will not be able to wear a high-quality mask or respirator (such as an N95) when around others indoors for the full duration of their travel within the 10 full days after their last known exposure; and
- Follow other aspects of post-exposure protocols, including the requirement for individuals with a known exposure to be tested for COVID-19 after 5 full days following their last known exposure (ideally, on or after day 6)—note that this testing may need to occur while the individual is traveling. Divisions do not need to require that employees wait for the results of this post-exposure diagnostic test to undertake official travel, including return travel.
- Wear a high-quality mask the entire time they are on-duty and around others indoors for the full duration of their travel that falls within the period they are otherwise required to wear a high-quality mask or respirator after ending isolation, consistent with Task Force guidance;
- Not travel on public transportation such as airplanes, buses, and trains if they will not be able to wear a high-quality mask or respirator when around others indoors for the full duration of their travel that falls within the period they are otherwise required to wear a high-quality mask or respirator after ending isolation, consistent with Task Force guidance; and
- Follow other aspects of post-isolation protocols.
Meetings, Events, and Conferences
- All in-person attendees at any meetings, conferences, or events hosted by HHS must comply with relevant COVID-19 safety protocols, including as it relates to any mask-wearing when COVID-19 hospital admission levels are HIGH, pursuant to E.O. 13991 and consistent with CDC guidance.
Symptom Screening
- If Federal employees, on-site contractor employees, or visitors have fever or chills, or if they have other new or unexplained symptoms consistent with COVID-19 such as new or unexplained onset of cough, shortness of breath, or difficulty breathing, new or unexplained loss of taste or smell, or new or unexplained muscle aches, they should not enter an HHS workplace. If an individual suspects that they have COVID-19, such as because they have new or unexplained COVID-19 symptoms, but they do not yet have test results, they should not enter an HHS workplace and should get tested if they have not already done so.
- Federal employees and contractor employees working on-site shall complete symptom screening self-checks prior to entry into any Federal facilities. Symptom screening is self-conducted and does not need to be verified by other HHS personnel.
- Federal employees shall complete symptoms screening self-checks prior to interacting with members of the public in person as part of their official HHS responsibilities. Symptom screening is self-conducted and does not need to be verified by other HHS personnel.
- Any individual who develops new or unexplained symptoms consistent with COVID-19 or who tests positive for COVID-19, while onsite during the workday must immediately wear a high-quality mask or respirator (such as an N95), notify their supervisor (contractor employees should contact their company supervisor, and follow these guidelines), and promptly leave the workplace. A list of symptoms that may require immediate medical attention can be accessed on the CDC website here.
Post-Exposure Precautions
- Pursuant to E.O. 13991 and consistent with CDC guidance on post-exposure precautions, any HHS employee who is exposed to someone with COVID-19, regardless of their vaccination status, shall:
- Immediately wear a high-quality mask or respirator while working indoors at an HHS workplace or interacting indoors with members of the public in person as part of their official HHS responsibilities as soon as possible after notification of exposure and continue to do so for 10 full days from the date they were last exposed, in addition, the CDC recommends testing at day 6;
- Take extra precautions, such as avoiding crowding and physically distancing from others, when they know they are around people who are more likely to get very sick from COVID-19 while working onsite at an HHS workplace or interacting with members of the public in person as part of their official HHS responsibilities, for 10 full days from the date they were last exposed; and
- Watch for COVID-19 symptoms for 10 full days from the date they were last exposed.
Isolation and Post-Isolation Precautions
- Any individual with probable or confirmed COVID-19, regardless of their vaccination status, must not enter a HHS facility or interact with members of the public in person as part of their official HHS responsibilities, consistent with CDC guidance on isolation, and monitor their symptoms. This includes people who have an initial positive diagnostic viral test for COVID-19, regardless of whether or not they have symptoms, and people with symptoms of COVID-19, including people who are awaiting test results or have not been tested.
- Divisions will allow individuals who tested positive for COVID-19 and never developed symptoms to return to working onsite at their workplace or interacting with members of the public as part of their official HHS responsibilities after 5 full days following their positive COVID-19 test (day 0 being the day the individual was tested). Individuals who tested positive for COVID-19 and had symptoms may return to working onsite at an HHS workplace or interacting with members of the public as part of their official HHS responsibilities after 5 full days from the onset of symptoms (day 0 being the day of symptom onset), once they are fever-free for 24 hours without the use of fever-reducing medication and their other symptoms are improving. Note that loss of taste and smell may persist for weeks or months after recovery and need not delay the end of isolation.
- If an individual had moderate illness (if they experienced shortness of breath or had difficulty breathing) or severe illness (they were hospitalized) due to COVID-19, or they have a weakened immune system, Divisions must advise the individual to delay returning to working onsite at an HHS workplace or interacting with members of the public as part of their official HHS responsibilities for a full 10 days. If an individual had severe illness or has a weakened immune system, they should consult their healthcare provider before ending isolation. If an individual is unsure if their symptoms are moderate or severe or if they have a weakened immune system, Divisions should advise the individual to talk to a healthcare provider for further guidance.
- Once an individual has returned to working onsite at an HHS workplace or interacting with members of the public as part of their official HHS responsibilities after having tested positive for COVID-19 and isolated consistent with CDC guidance on isolation, then pursuant to E.O. 13991 and consistent with CDC guidance, the Division must instruct the individual to continue to take precautions consistent with CDC guidance for at least 10 full days after their first day of symptoms, or after the date of a positive viral test for asymptomatic individuals, including wearing a high-quality mask or respirator (such as an N95) when around others, avoiding eating and drinking around others, avoiding environments such as dining facilities, gyms, or other places where they may need to be unmasked around others, and avoiding being around people who they know are at high risk for severe disease from COVID-19.
- As it relates to mask-wearing after returning from isolation, the Divisions may also inform such individuals that they can opt to take two viral antigen tests authorized by the FDA to detect current COVID-19 infection, starting on day 6. With two sequential negative tests 48 hours apart, the individual may remove their mask sooner than day 10. If either of their antigen test results are positive, the individual should continue taking antigen tests at least 48 hours apart until they have two sequential negative results. This may mean that the individual would continue wearing a mask and testing beyond day 10.
- If at any point their COVID-19 symptoms recur or worsen, the Divisions must instruct the individual to again not enter an HHS facility or interact with members of the public as part of their official HHS responsibilities, restarting at day 0, consistent with E.O. 13991 and CDC recommendations on isolation and the isolation protocols herein.
- Divisions should note that in the case of healthcare workers specifically, CDC recommends more specific guidance. Divisions should review that guidance here.
- For additional information, please review the Safer Federal Workforce Task Force FAQs on Post-Exposure Precautions and Isolation found here: FAQs
Confidentiality
- All medical information that may be collected from Federal employees, including test results and any other information obtained as a result of testing and symptom screening and monitoring, will be treated as confidential information in accordance with applicable law, such as the Privacy Act, the Americans with Disabilities Act Amendments Act (ADAAA), the Rehabilitation Act, and other EEO laws, and accessible only by those with a need to know to protect the health and safety of personnel.
- Accessibility of Federal employees’ medical information related to COVID-19 will comply with the Americans with Disabilities Act Amendments Act (ADAAA), the Rehabilitation Act, and other EEO laws. Additional guidance may be found here. Medical information will “be treated as a confidential medical record” and be “collected and maintained on separate forms and in separate medical files.” 29 C.F.R. § 1630.14 (c)(1).
Workplace Occupancy
- There are no current workplace occupancy limits related to COVID-19.
- When COVID-19 hospital admission levels are MEDIUM or HIGH, signage must be posted encouraging individuals, regardless of vaccination status, to consider avoiding crowding and physically distancing themselves from others in indoor common areas, meeting rooms, and high-risk settings in HHS facilities. Pursuant to E.O. 13991, CDC guidance for physical distancing in specific settings, including healthcare and high-risk congregate settings, must be followed, as applicable.
- When COVID-19 hospital admission levels are MEDIUM or HIGH, Divisions may consider establishing occupancy limits for indoor common areas and meeting rooms in HHS facilities, and in high-risk settings within HHS facilities, where necessary, including where ventilation and air filtration is challenging to improve, or crowding cannot otherwise be avoided.
- Consult with the ASA (through the RTWP Task Force) if there is a need to establish occupancy limits to meet urgent, mission-critical needs, to ensure coordination with and approval by OS, OMB, OPM, and GSA.
Physical Distancing and Avoiding Crowding
- When COVID-19 hospital admission levels are MEDIUM or HIGH, signage must be posted encouraging individuals, regardless of vaccination status, to consider avoiding crowding and physically distancing themselves from others in indoor common areas, meeting rooms, and high-risk settings in HHS facilities.
- Pursuant to E.O. 13991, CDC guidance for physical distancing in specific settings, including healthcare settings, must be followed, as applicable.
Environmental Cleaning
- In some locations, facilities personnel may conduct enhanced cleaning in common use/high touch/high-density spaces, such as lobbies, restrooms, elevators, and stairwells. Office space that is in regular use will be cleaned regularly, and in accordance with CDC guidelines and OSHA guidelines.
Ventilation and Air Filtration
- Additional modifications may be considered in accordance with CDC and OSHA guidance, including as workforce density increases. To the maximum extent feasible, indoor ventilation will be optimized to increase the proportion of outdoor ventilation, improve filtration, and reduce or eliminate recirculation.
- Divisions are encouraged to consider making use of portable air cleaners with high-efficiency particulate air (HEPA) filters in indoor common areas and meeting rooms, particularly where ventilation or air filtration is otherwise challenging to improve, where crowding cannot be avoided, or in high-risk settings when hospital admission levels are high.
Vaccination Related Leave
- Employees who are isolating because they have COVID-19 symptoms and are waiting for test results, or because they have probable or confirmed COVID-19 and is unable to or does not feel well enough to telework, may request sick leave, use accrued annual leave or other forms of earned paid time off (e.g., compensatory time off or credit hours), access a voluntary leave bank, or use unpaid leave in this situation, as appropriate. Weather and safety leave would be unavailable (see Office of Personnel Management, CPM 2020-02, February 7, 2020), but to mitigate exposure in the workplace, divisions may, on a limited basis, offer up to 1 day of administrative leave to employees who have COVID-19 symptoms and are isolating while actively seeking to be tested.
- Managers will grant leave-eligible employees up to 4 hours of administrative leave to receive any dose of FDA-authorized COVID-19 vaccine. The administrative leave will cover the time it takes to travel to the vaccination site, receive the vaccine dose, and return to work. If an employee needs to spend less time getting the vaccine dose, only the needed amount of administrative leave should be granted. Employees should obtain advance approval from their supervisor before using administrative leave for purposes of obtaining a COVID-19 vaccine dose. Employees may not be credited with administrative leave or overtime work for time spent getting a vaccine dose outside their tour of duty. Any employee who may be covered by a vaccine requirement will be granted duty time to receive said required vaccine doses.
- Managers should grant up to 2 workdays of administrative leave if an employee has an adverse reaction to a COVID-19 vaccine dose—regardless of whether that dose was required or not—that prevents the employee from working (i.e., no more than 2 workdays for reactions associated with a single dose). missions by promoting the health and safety of the Federal workforce.
- Managers must grant administrative leave to any Federal employee who accompanies any family member who is receiving a COVID-19 vaccine dose. For this purpose, a “family member” is an individual who meets the definition of that term in OPM’s leave regulations (see 5 CFR 630.201). Divisions would need to grant leave-eligible employees up to 4 hours of administrative leave per dose—for example, up to a total of 16 hours of leave for a family member receiving four doses—for each family member the employee accompanies. (If an employee needs to spend less time accompanying a family member who is receiving the COVID-19 vaccine, only the needed amount of administrative leave should be granted.) Employees should obtain advance approval from their supervisor before being permitted to use administrative leave for COVID-19 vaccination purposes. Employees may not be credited with administrative leave or overtime work for time spent outside their tour of duty helping a family member get vaccinated. This policy applies to covered vaccinations received after July 29, 2021. Managers must continue to comply with HHS Leave policies as promulgated by the Office of Human Resources (OHR).
5. Points of Contact
All questions regarding the HHS COVID-19 Workplace Safety Plan and Implementation Guidance may be addressed to the Return to Workplace Task Force RTWP@hhs.gov
Additional Information for Division Leadership to Consider:
Appendix A: Additional Resources/Web Links
Appendix A: Additional Resources
The following provides additional resources for Divisions to inform their return to normal operations:
- General CDC Guidance
- Vaccines for COVID-19
- Executive Order on Ensuring Adequate COVID Safety Protocols for Federal Contractors (E.O. 14042)
- Executive Order on Moving Beyond COVID-19 Vaccination Requirements for Federal Workers
- Safer Federal Workforce Task Force Frequently Asked Questions (FAQs)
- Safer Federal Workforce Task Force Model Agency COVID-19 Safety Principles
- OSHA: Protecting Workers: Guidance on Mitigating and Preventing the Spread of COVID-19 in the Workplace
- OSHA: Coronavirus Disease (COVID-19)
- OSHA Respirator Guidance
Summary of updates:
Date Brief Description of Change 19 January 2022 Updated the Quarantine and Isolation section to reflect a change in CDC guidance and provide a hyperlink to current CDC guidance 9 February 2022 Updated the plan by adding general statements referring to current injunctions on E.O.s 14042 and 14043. Also added a link to Task Force FAQs in the Quarantine and Isolation section 1 March 2022 Updated the Face Mask and Testing sections to incorporate CDC guidance related to Community Levels November – December 2022 Updated the plan to reflect Task Force guidance promulgated on September 15, 2022. Changes to the Masking, Travel, Vaccination, Symptom Monitoring and Quarantine and Isolation sections. Minor changes to the remainder of the plan in accordance with Task Force guidance. 19 September 2023 Plan updated to reflect the change from community levels to hospital admission levels, revoking of E.O. 14042 and E.O. 14043 and the ending of the COVID-19 emergency as codified into law, along with the E.O. on moving beyond COVID-19 