Laboratory pandemic infection control program

Microsoft establishes this Laboratory Pandemic Infection Control Plan to provide the requirements for return to Microsoft’s Laboratories and Workshops in pandemic situations. The purpose of this Plan is to provide guidance to Microsoft employees, external staff, vendors, and contractors that will help protect them from workplace hazards associated with a recognized pandemic in Laboratories and Workshops at Microsoft.

While this document provides the minimum requirements to prevent the spread of communicable disease and the associated infection and illness, it also defines the requirements for training of employees and external staff. Infection Prevention Training ensures that Microsoft FTEs and external staff have the requisite knowledge and understanding of the practices and procedures to execute their work safely.

The Laboratory Pandemic Infection Control Plan applies to all Microsoft employees, external staff, vendors, and contractors. All are expected to follow the requirements outlined in this Plan during a pandemic.

Refer to the Microsoft Pandemic Response Plan for more information on Microsoft’s response to a pandemic.

2.1 Precautionary Requirements  

The following precautionary infection control practices are required for all Microsoft employees, external staff, vendors, and contractors that enter Microsoft Facilities during a pandemic.

• Wash your hands frequently for at least 20 seconds using soap and water or use a hand sanitizing solution of at least 60% alcohol, rubbing all areas of hands until dry.

• Clean and sanitize common-use or shared equipment and work areas before starting and after finishing work.

• Cough or sneeze into a tissue and discard the tissue.  

• Avoid touching your face, eyes, nose, or mouth.

• Stay at home if you are experiencing symptoms of the pandemic illness.

• Do not share any equipment that has not been sanitized appropriately.

• Do not use a shared workstation unless it has been sanitized appropriately.

• Complete the daily self-attestation (https://aka.ms/healthcheck) each day prior to entering the lab and ideally prior to leaving your home. If you are sick, employees are required to stay home.

2.2 Social Distancing Requirements  

The following social distancing practices are required for all Microsoft employees, external staff, vendors, and contractors who enter Microsoft Facilities that are in Stages 1-4 on the Hybrid Workplace Dial during a pandemic.

• At all times maintain a distance of at least 2 meters, or 6 feet, between yourself and others.  This includes the building reception areas, corridors, offices, conference rooms, kitchen and vending areas, conference rooms, and copy areas.  

• Instructions will be provided to maximize social distancing.  Examples include using lifting devices instead of asking a co-worker to help lift/carry a heavy object, or trading off tasks to allow for greater separation between individuals.

For sites in Stage 5 or Stage 6, local public health authorities may have lifted this requirement for some or all individuals (for example, those who have received a vaccine).

2.3 Personal Protective Equipment (PPE) in Laboratories

PPE is intended to protect the wearer from occupational hazards.  This would include gloves, eye protection, respirators, protective footwear, etc. In some labs, employees use lab coats or electrostatic dissipative coats.  These coats should not be shared between employees and must be laundered at a scheduled interval defined by the lab manager.   Where required, safety glasses with side shields must be worn by each lab employee who enters the lab.

The configuration of Microsoft Labs and Workshops and some essential work tasks conducted in these areas can make social distancing practices difficult to maintain.  When face coverings are required, the following personal protective equipment practices are required for all Microsoft employees, external staff, vendors, and contractors who enter Microsoft Laboratories and Workshops during a pandemic.

• A non-medical grade disposable mask or cloth face covering is required at all times while in a Microsoft facility when moving about common areas, stairwells, elevators, or restrooms.  These masks or face coverings are also required when social distancing (6ft/2m) is not possible at your workspace during prolonged periods of time (greater than 15 minutes).

• Exceptions to this rule are when you are unable to wear a facial covering because of a health condition or disability and when a local government has stated that face coverings are not needed for healthy individuals.  

2.4 Cleaning and Sanitizing in Laboratories and Workshops

The following table provides the cleaning and sanitizing requirements and schedule for Microsoft Labs and Workshops:

• Only US EPA approved sanitizers may be used to for these cleaning and sanitizing activities.  These sanitizers are available by submitting a Facility Work Order.

• Other cleaning and sanitizing methods (ultra-violet light etc.) must be approved by the Microsoft Occupational Safety and Health Team.

• Microsoft’s Janitorial Staff does not typically clean in Microsoft Laboratories.  Lab managers and lab employees are responsible for the cleaning and sanitizing tasks in laboratories and workshops. 

2.5 Laboratory Pandemic Infection Control Training  

All essential employees working in Microsoft Labs and Workshops must be trained on the following elements:

• How to incorporate social distancing while conducting work activities, when required.

• How and how often to sanitize elements of their workstations.

• How to put on and take off any personal protective equipment or face coverings provided by Microsoft.

• Review Safety Data Sheets for any cleaning materials used by lab or workshop staff.

Supervisors are responsible to ensure this training occurs and for maintaining training records for their employees.  

As an example, below is a useful link that describes how the novel coronavirus is spread and why it is important to wear face coverings:

• The Yale School of Medicine Youtube Video On Infection Prevention.

2.6 Manager actions when their employee reports that they have contracted or been exposed to COVID-19

Microsoft employees can report that they have contracted or have been exposed to an individual that has contracted COVID-19 by sending an email to cv19@microsoft.com, this initiates the Microsoft Human Resources COVID-19 Rapid Response Team to ensure that the employee receives the appropriate support and that additional precautions are taken to protect other employees.

When a Microsoft employee or external staff reports that they have a lab-confirmed case of COVID-19 or have been exposed to an individual who has contracted COVID-19, the employee’s manager must:

1. Ensure an email is sent to cv19@microsoft.com (preferably by the employee) with the pertinent information about the situation.
2. Maintain complete confidentiality of the affected individual(s); the person’s name cannot be shared in any communications outside of those communications with the Human Resources COVID-19 Rapid Response Team.
3. Allow the Microsoft COVID-19 Rapid Response Team to manage the situation.

Managers must avoid the following actions when their employee reports that they have contracted or been exposed to COVID-19.

1. Discussing their employee’s medical information with anyone else, aside from the actions noted above.
2. Sending out e-mails or other communiques concerning the situation.
3. Initiating a lab/tech space closure without guidance and approval from the Microsoft Human Resources COVID-19 Rapid Response Team.
4. Initiating any additional outside cleaning/sanitizing services for the affected lab/tech space without guidance and approval from the Microsoft Human Resources COVID-19 Rapid Response Team. 

4.1 Microsoft Internal

• Microsoft Pandemic Response Plan

• Microsoft Safety and Accident Prevention Program

• Employee Safety Incident Reporting and Investigation Procedure

• Microsoft Personal Protective Equipment Program

• Microsoft Global Data Privacy Notice for Employees, External Staff and Candidates

4.2 Microsoft External

• Centers for Disease Control Coronavirus Update

• OSHA Coronavirus Guidance  

All information collected by the Employee Incident Report Form will be used by Microsoft Corporation and its affiliates and subsidiaries (“Microsoft”) for documenting an accidental incident and other appropriate business purposes.  Microsoft will transfer this information to and store this information in the United States, to the extent permitted by law.  Microsoft will continue to comply with local data protection requirements for data transferred to the U.S. and is registered as Privacy Shield compliant for the purposes of the collection and transfer of EU data.  The information will be retained according to the Corporate Retention Schedule.  When necessary, Microsoft may transfer to or share this information with its affiliates and subsidiaries for appropriate business purposes; third-party agents acting on Microsoft’s behalf to provide products and services to employees (e.g., Worker’s Compensation Third Party Administrator); third parties as Microsoft determines is necessary to protect or defend its rights or property or the safety of property of its personnel; in the course of litigation; and as required by law, regulation, or court order.  Microsoft will not disclose your information outside Microsoft for purposes not identified in this notice without your consent, except as provided above.  By submitting this form that contains your information to Microsoft, you acknowledge you are providing the information voluntarily; that it is a true and accurate description of a work-related incident; and that you have read and agreed to Microsoft’s data collection practices describe.