Run: Workplace Hygiene and Health Policy

The purpose of this policy is to promote a healthy workplace, reduce the spread of communicable illness, and establish clear expectations for hygiene practices, symptom reporting, sick leave use, and return-to-work procedures. This policy is intended to support a safe working environment consistent with the OSHA General Duty Clause, 29 U.S.C. § 654(a)(1), and to be applied in a manner that respects employee rights under the ADA, FMLA, Title VII, the NLRA, and applicable state and local leave laws.

This policy applies to all employees, including full-time, part-time, temporary, seasonal, and remote employees when they are working on behalf of the company or attending company-sponsored events. It also applies to managers, supervisors, contractors, interns, and visitors to the extent they are on company premises or using company-controlled workspaces. **Jurisdiction-specific carve-outs:** - **California employees:** This policy must be applied consistently with California paid sick leave requirements and any applicable local sick leave ordinances. - **Washington employees:** Paid sick leave must be administered in accordance with Washington law. - **Illinois employees:** Scheduling and rest-period practices must not conflict with the Illinois One Day Rest in Seven Act, where applicable. - **Employees in all jurisdictions:** Any leave, attendance, or return-to-work decision must be coordinated with applicable federal, state, and local law.

For purposes of this policy: - **Communicable illness** means an illness that can spread from person to person through direct or indirect contact. - **Good-faith reporting** means promptly and honestly informing the company of symptoms, exposure, or illness-related work limitations. - **Interactive process** means the individualized, good-faith discussion required under the ADA when a disability-related accommodation may be needed. - **Reasonable accommodation** means a workplace adjustment that enables an employee to perform the essential functions of the job unless it causes undue hardship. - **Essential function** means a fundamental duty of the position. - **Fitness-for-duty review** means a lawful return-to-work assessment, if permitted and required by the company based on business necessity and applicable law.

Employees are expected to practice good hygiene, use appropriate cough and sneeze etiquette, clean shared surfaces when feasible, and stay home when sick to help prevent workplace spread of illness. The company will not retaliate against employees for using protected sick leave, requesting a reasonable accommodation, engaging in protected concerted activity under Section 7 of the NLRA, or taking leave protected by the FMLA or other applicable law. The company will handle illness-related information confidentially and limit access to those with a business need to know.

Employees must follow the procedures below: 1. **Wash hands frequently** with soap and water for at least 20 seconds, especially after using the restroom, before eating, after coughing or sneezing, and after touching shared surfaces. 2. **Use hand sanitizer** when soap and water are not readily available, provided the sanitizer contains at least 60% alcohol. 3. **Cover coughs and sneezes** with a tissue or the inside of the elbow, then dispose of tissues properly and wash or sanitize hands immediately. 4. **Avoid close contact** with coworkers when experiencing symptoms of a communicable illness. 5. **Clean and disinfect shared work areas** and frequently touched surfaces according to site procedures and product instructions. 6. **Do not report to work when sick** if symptoms could reasonably spread illness to others, unless the employee has received approval to work remotely or otherwise from home. 7. **Notify a supervisor or HR promptly** if the employee has symptoms, a positive diagnosis, or a known exposure that may affect workplace safety. 8. **Follow public health guidance** and any company-specific return-to-work instructions after illness or exposure. **Posters and reminders:** The company may display hygiene posters and notices, including CDC cough etiquette and handwashing materials, in common areas and digital workspaces to reinforce these expectations.

When an employee is ill or may have a communicable illness, the employee should: - Notify their supervisor as soon as practicable and follow normal call-in procedures. - Use available paid sick leave, PTO, or other leave in accordance with company policy and applicable law. - Provide only the minimum necessary information about symptoms or work limitations. - Cooperate with any lawful request for documentation, certification, or return-to-work information. Managers must: - Refer leave and accommodation requests to HR without delay. - Avoid asking disability-related questions unless permitted by law and supported by business necessity. - Consider remote work, modified duties, schedule changes, or other reasonable accommodations through the interactive process when appropriate. - Coordinate FMLA, state leave, paid sick leave, and company leave benefits before making attendance decisions. Return to work may be conditioned on a fitness-for-duty review only when permitted by law and when job-related and consistent with business necessity.

**Employees** must follow hygiene expectations, report illness promptly, and comply with leave and return-to-work instructions. **Managers and supervisors** must model the policy, respond to illness reports promptly, avoid retaliation, and escalate leave or accommodation issues to HR. **HR** must administer leave consistently, coordinate the interactive process, maintain confidentiality, and ensure compliance with FLSA, ADA, FMLA, EEOC, and state/local leave laws. **Policy holder / Compliance owner** must review the policy annually, update it for legal changes, and ensure workplace notices and training materials remain current.

Failure to follow this policy may result in coaching, a documented warning, a performance improvement plan (PIP), removal from the worksite, or other corrective action, up to and including termination, depending on the severity and frequency of the violation. Discipline will be applied consistently and in a manner that does not interfere with protected rights under the NLRA, ADA, FMLA, Title VII, the FLSA, or applicable state and local law. No employee will be disciplined for: - Using protected sick leave or other protected leave; - Requesting a reasonable accommodation or participating in the interactive process; - Reporting a workplace safety concern in good faith; or - Engaging in protected concerted activity.

This policy will be reviewed at least annually and updated as needed to reflect changes in federal, state, and local law, public health guidance, and business operations. The policy holder should document revisions, communicate material changes to employees, and obtain re-acknowledgement when significant updates are made.