Run: Communicable Disease Outbreak Policy

This policy establishes the procedures the company will use to respond to a communicable disease outbreak in a manner that protects employee health, supports business continuity, and complies with applicable law. The policy is intended to provide a consistent process for reporting, exposure assessment, contact tracing, isolation, cleaning and disinfection, communication, leave coordination, and return-to-work decisions. The company will apply this policy in a good-faith, non-discriminatory manner consistent with EEOC requirements, the ADA interactive process, FMLA leave rights, FLSA wage and hour rules, OSHA workplace safety obligations, and any applicable state or local public health requirements.

This policy applies to all employees, temporary workers, interns, contractors, and visitors while on company premises or conducting company business, unless a local law requires a different process. This policy applies during any suspected or confirmed outbreak of a communicable disease that may affect workplace operations, including but not limited to respiratory, gastrointestinal, or other transmissible illnesses identified by public health authorities. California employees: any leave, notice, privacy, and workplace safety requirements under California law will be applied in addition to this policy. Employees in other states will receive any state-specific rights required by applicable law, including paid sick leave or whistleblower protections where applicable.

**Communicable disease outbreak**: A cluster of suspected or confirmed cases of a transmissible illness that may create a workplace exposure risk. **Contact tracing**: The process of identifying individuals who may have been exposed to a confirmed or suspected case in the workplace. **Isolation**: Separation of an infected or potentially infected individual from others to reduce transmission risk. **Exclusion from work**: A temporary removal from the workplace due to exposure, symptoms, testing, or public health guidance. **Reasonable accommodation**: A change or adjustment under the ADA that enables an employee with a disability to perform the essential function of the job, unless it creates undue hardship. **Essential function**: A fundamental job duty, not a marginal task. **Good-faith**: Honest, timely, and reasonable participation in reporting, assessment, and response steps. **Policy holder**: The HR or Compliance leader responsible for administering this policy.

The company will respond promptly to reported or suspected communicable disease cases to reduce workplace transmission, protect employee privacy, and maintain operations. The company will not discriminate against employees based on actual or perceived illness, disability, race, national origin, sex, pregnancy, religion, age, or any other protected characteristic. The company will make individualized decisions based on current public health guidance, operational needs, and applicable law. Where an employee requests a workplace adjustment due to a medical condition, the company will engage in the ADA interactive process to determine whether a reasonable accommodation is available. Employees may be required to stay home, work remotely if feasible, or follow other control measures when the company determines there is a legitimate workplace health and safety need.

1. **Employee reporting** - Employees must promptly notify HR or their manager if they test positive, receive a diagnosis, develop symptoms consistent with a communicable disease, or are informed of a close workplace exposure. - Employees should report the date symptoms began, the last day worked on-site, and any known workplace contacts, to the extent permitted by law. - Managers must immediately escalate reports to HR and must not conduct their own medical inquiries beyond what is necessary for workplace safety. 2. **Exposure assessment and contact tracing** - HR, Safety, or a designated policy holder will assess the potential exposure window, affected work areas, and employees who may have been in close contact. - Contact tracing will be limited to information needed to protect workplace health and safety and will be handled confidentially. - The company will not disclose the identity of the affected employee unless required by law or necessary to protect health and safety. 3. **Isolation and exclusion from work** - Employees who are symptomatic, test positive, or are directed by public health guidance to isolate must not report to the workplace. - The company may require exclusion from work until return-to-work criteria are met, including symptom improvement, fever resolution, negative testing, medical clearance, or completion of a recommended isolation period, as applicable. - If an employee is able to perform work remotely and the essential functions of the role can be performed off-site, the manager and HR may approve temporary remote work. 4. **Cleaning and disinfection** - Facilities or designated personnel will clean and disinfect areas with potential exposure using appropriate products and procedures consistent with manufacturer instructions and public health guidance. - High-touch surfaces, shared equipment, restrooms, and break areas will receive priority cleaning. - Cleaning logs should document the date, location, product used, and responsible person. 5. **Communication** - HR or the policy holder will communicate outbreak-related instructions to affected employees, managers, and, when necessary, the broader workforce. - Communications will be factual, brief, and limited to what employees need to know for safety and operational continuity. - The company will avoid unnecessary disclosure of medical information and will coordinate external communications with legal or compliance leadership when appropriate. 6. **Leave and pay coordination** - HR will evaluate whether the employee may be eligible for FMLA leave, paid sick leave, state/local leave, workers' compensation, or other employer-provided leave. - Non-exempt employees will be paid in accordance with the FLSA for all hours worked, including approved remote work time and any required on-call or response time that counts as hours worked. - Exempt employees will be paid consistent with salary-basis rules, subject to lawful deductions and exceptions.

**Employees** must report illness or exposure promptly, follow isolation or exclusion instructions, cooperate in good-faith with contact tracing, and follow hygiene and safety instructions. **Managers** must escalate reports to HR, avoid retaliation, support operational adjustments, and ensure employees are not pressured to work while excluded. **HR / Policy holder** must coordinate reporting, leave, accommodation requests, communication, and documentation, and must maintain confidentiality of medical information. **Safety / Facilities** must coordinate cleaning, disinfection, ventilation, and workspace controls. **Legal / Compliance** must review high-risk communications, jurisdiction-specific requirements, and any public health reporting obligations.

Failure to follow this policy may result in corrective action, up to and including a documented warning, removal from the workplace, or a PIP where performance issues are involved, subject to applicable law and collective bargaining obligations. The company prohibits retaliation against any employee who reports illness or exposure, requests leave, seeks a reasonable accommodation, participates in contact tracing, raises safety concerns, or engages in protected concerted activity under Section 7 of the NLRA. Disciplinary decisions will be based on objective facts, documented warnings where appropriate, and consistent application of policy.

This policy will be reviewed at least annually and sooner if public health guidance, legal requirements, or business operations change. The policy holder is responsible for maintaining current versions, documenting revisions, and communicating material changes to affected employees. Any state-specific overlay, including California, New York, Illinois, or Washington requirements, must be reviewed before implementation where applicable.