COVID-19 Guidance and Reporting
Covid-19 (corona virus) guidance and reporting is subject to Federal, State, County and City health directives and is constantly changing as health experts learn more about the virus and its variants. This section is reviewed and updated as needed to comply with the latest information and regulations; therefore, check back regularly.
The following is a summary of the most pertinent guidance and definitions as of July 16, 2024.
Definitions
"Close Contact" means either sharing the same indoor airspace with an infected person, if that indoor airspace is less than 400,000 cubic feet, or being within six feet of an infected person if the indoor space exceeds 400,000 cubic feet, with or without a mask, during the infected person's high risk exposure period for 15 minutes of more over the course of 24 hours. This standard applies to all locations.
"COVID-19 test" in the employment setting means a test for SARS-CoV-2 that is:
(A) Cleared, approved, or authorized, including in an Emergency Use Authorization (EUA), by the United States Food and Drug Administration (FDA) to detect current infection with the SARS-CoV-2 virus (e.g., a viral test);
(B) Administered in accordance with the authorized instructions; and
(C) Not both self-administered and self-read unless observed by the employer or an authorized telehealth proctor, or is otherwise verified, such as a photo of the test results that is time and date stamped. Tests approved by the United States Food and Drug Administration (FDA) or have an Emergency Use Authorization (EUA) from the FDA to diagnose current infection with the SARS-CoV-2 virus may be used. These include both PCR and antigen tests. The test must be administered in accordance with the FDA approval or FDA EUA, as applicable.
"Exposed Group" This definition differs between the workplace and the school settings. In the workplace, it means all employees (including contractors and volunteers) at a work location, working area, or a common area at work, where a COVID-19 case was present during his/her high risk or infectious period. A place where persons momentarily pass through while everyone is wearing a face covering, without congregating, is not a work location, working area or common area. In the school setting, an exposed group includes any group of students who spent more than a cumulative total of 15 minutes (within a 24 hour time period) in a shared indoor airspace (e.g. a classroom) with a COVID-19 case during his or her high risk or infectious period. Please note that which the school setting standard applies to students, but the workplace setting applies to school staff.
"Face covering" means a surgical mask, a medical procedure mask, a respirator mask (N95 or similar) or a mask made of tightly woven fabric or non-woven material of at least two layers. A face covering does not include a scarf, ski mask, balaclava, bandana, turtleneck, collar, or single layer of fabric.
"Fully Vaccinated" means the person can document receipt that the person received, at least 14 days earlier, of either a second dose in a two dose COVID-19 vaccine series or a single dose COVID-19 vaccine. Vaccines must be FDA emergency approved or be listed for emergency use by the World Health Organization.
"Up to Date" means a fully vaccinated person has received a booster vaccination or is not yet booster eligible.
"Infectious Period" means:
For individuals who develop symptoms of COVID-19, the infectious period begins 2 days before they first develop symptoms. The infectious period ends when at least 24 hours have passed since symptoms first appeared, and at least 24 hours have passed with no fever (without use of fever-reducing medications), and symptoms are mild or have improved.
For individuals who test positive but never develop symptoms, there is no infectious period.
"Respirator Mask" means a respiratory protection device approved by the National Institute for Occupational Safety and Health (NIOSH) to protect the wearer from particulate matter, such as an N95 mask
"Worksite", for the limited purposes of COVID-19 prevention regulations only, means the building, store, facility, agricultural field, or other location where a COVID-19 case was present during the high-risk exposure period. It does not apply to buildings, floors or other locations of the employer that a COVID-19 case did not enter. This definition is not the same as the definition of a worksite for general Cal-OSHA purposes.
Governing Law and Recent Changes
Locations are governed by Federal, State, Cal OSHA, and local regulations of COVID-19 matters. General guidance and health orders for each can be found here:
Locations are required to comply with all City and County Health Department Orders, State of California Health Department Orders and, for employees, all Cal OSHA regulations. All locations must follow ADLA protocols and procedures.
Cal-OSHA Requirements
Locations where employees are regularly assigned to work (work site) are governed by the California Code of Regulations, Title 8, section 3205. This includes all buildings, offices, schools, rectories, convents, cemeteries, mortuaries, and churches.
The employer must:
- Have an effective written COVID-19 Prevention Plan (CPP)
- Provide effective training and instruction to employees
- Provide notification to public health departments of outbreaks
- Provide notification to employees of exposure and close contacts
- Offer testing after potential exposures in the workplace
- Follow requirements for responding to COVID-19 cases and outbreaks
- Follow quarantine and exclusion requirements
These requirements apply to all employees and places of employment, except:
- Work locations with one employee who does not have contact with other persons
- Employees working from home
- Employees teleworking from a location of the employee’s choice, which is not under the control of the employer
- A system or method of communicating with employees about COVID-19
- Identification and evaluation of COVID-19 hazards
- A plan for investigating and responding to COVID-19 cases in the workplace
- A method to correct COVID-19 hazards
- Training and instruction of employees about COVID-19
- Face coverings after close contact with an infected person
- Controls (engineering, administrative and personal protective equipment)
- Reporting, recordkeeping and access
- Exclusion of COVID-19 cases
- A return to work policy after contracting COVID-19
For help preparing a written COVID-19 Prevention Program, see the sample template on the Cal OSHA website here:
Model Written Plans and Programs (this is a Word document that will download; look for it at the bottom of the computer or tablet screen).
Please see Additional Reporting for the Worksite below.
Paid Time Off for COVID-19 Related Reasons
Because legislation on this subject changes periodically, check with the Human Resources Department for the most recent information about available sick time benefits. For longer COVID-19 illnesses, the Hartford's disability insurance may be available. See Section 5.8.4.
Vaccines
COVID-19 vaccines and boosters have proven to be an effective protection against COVID-19 serious illness and death.
For guidance on the Church's and Archdiocesan position on COVID-19 vaccines go to Covid-19 Information | LA Catholics (scroll down on the screen).
Individuals are considered fully vaccinated two weeks after their second shot of the the Pfizer or Moderna vaccines and two weeks after the single shot of the J&J vaccine.
Locations that wish to host a COVID-19 vaccination clinic must use the Outside User Agreement for COVID-19 Vaccine Site. Locations that wish to hire a COVID-19 vendor to test at the location must use the Outside User Agreement for Blood Drive/Flu Shot Clinic/Health Services/Wellness Program.
Determining Vaccination Status
When and if locations are required to check vaccination status, self-attestation is no longer an accepted method. Proof of vaccination must be provided. Locations should provide information to all patrons, guests and attendees of events and gatherings when vaccination proof or proof of a negative COVID-19 test is required. Signs should be posted at the entrance to an event or gathering. See: Best Practices to Prevent COVID-19 for Businesses (scroll to the bottom of the web page for sample signs). Checking vaccination status is not required for a religious service.
Locations are no longer required to document employees' vaccination status, unless the employer requires employees to be vaccinated. Vaccine documentation must be kept confidential and placed in the employee's separate medical file. Any employee who declines to state whether he/she is vaccinated must be treated as though unvaccinated. This policy also applies to volunteers.
Face Coverings in California
The State of California has lifted the indoor mask requirements for all people. Presently, Los Angeles, Ventura and Santa Barbara Counties and the Cities of Long Beach and Pasadena have aligned with the State health department requirements. Masks are now not required in indoor settings throughout the Archdiocese, except for positive cases who are returning to work or ministry, as set forth below (See Isolation).
- Employees may continue to request a well-fitting medical mask or respirator, such as an N95, KN95 or KF94, at no cost. No person can be prevented from wearing a mask as a condition of participation in an activity or entry into a business or other location.
Exemptions to face covering requirements:
The following individuals are exempt from wearing face coverings at all times:
Persons younger than two years old. Very young children must not wear a face covering because of the risk of suffocation.
Persons with a medical condition, mental health condition, or disability that prevents wearing a face covering. This includes persons with a medical condition for whom wearing a face covering could obstruct breathing or who are unconscious, incapacitated, or otherwise unable to remove a face covering without assistance.
Persons who are hearing impaired, or communicating with a person who is hearing impaired, where the ability to see the mouth is essential for communication.
Persons for whom wearing a face covering would create a risk to the person related to their work, as determined by local, state, or federal regulators or workplace safety guidelines
Reporting Requirements
In the event a location learns that any employee, clergy or other religious, volunteer, parishioner, student or parent/guardian is diagnosed with COVID-19, several reporting requirements are involved.
ADLA Reporting Requirements
Schools are no longer required to report student cases to the Department of Catholic Schools. However, in the event a school needs assistance for student cases, the school may reach out to the Department of Catholic Schools or the COVID Response Team.
For all other cases, including employees, volunteers, contractors, clergy and other religious, the person in charge shall fill out the Archdiocese of Los Angeles COVID-19 Report Form and send it to the individuals identified on the Form. Only one positive COVID-19 case may be reported per Form. The COVID Response Team will contact the person filling out the form upon request to discuss the case and to provide additional guidance and answer questions.
Additional Reporting for the Worksite
If an employee is hospitalized or dies due to COVID-19, Cal-OSHA must be notified within 8 hours from the time the location learns of the hospitalization or death. Contact Human Resources for assistance with OSHA reporting.
The State of California and Cal OSHA require employers to report to the local county health department (within 24 hours of the last case) when there are at least 3 linked COVID-19 cases among an exposed group of workers (including contract workers and volunteers) within a 7-day period.
Additional Reporting for Schools
California regulations for schools can be found here: Safe Schools For All Hub.
The State of California requires every private school to notify its local health officer of any outbreak of COVID-19 among any students or employees who were present on a K-12 school campus and have tested positive for COVID-19. These are the local health agencies where reports have to be submitted within 24 hours:
Schools in Los Angeles County must comply with the COVID-19 Exposure Management Plan Guidance in TK-12 Schools and report all clusters of 3 or more related COVID-19 cases involving students, visitors and staff within a 7 day period. This can be completed online using the secure web application SPOT and must be reported within 1 business day of the last case in the cluster.
Schools in the
City of Pasadena must use the
COVID-19 Line List Template (the spreadsheet may open at the bottom of a computer screen) to report.
Schools in the
County of Santa Barbara must report
outbreaks.
Schools in Ventura County should report outbreaks to the COVID reporting portal here: SPOT
This reporting does not replace or supersede any other statutory or regulatory requirements that require reporting of COVID-19 cases and/or outbreaks to other entities or institutions, such as Cal/OSHA.
Screening:
At all locations, employees, volunteers, and guests may be screened for symptoms of COVID-19 before entering the premises. Screening may be done on site or remotely. Locations can choose to use a sign-in sheet for screening purposes. See sample screening sign in sheet. Locations should post signage in a highly visible place on a building reminding visitors or patrons not to enter the building if they have symptoms of COVID-19. In the alternative, employees and guests may self screen prior to entering the premises of the location.
If you have any of the following symptoms, you might have COVID-19:
- Fever or chills
- Cough
- Shortness of breath or difficulty breathing
- Fatigue
- Muscle or body aches
- Headache
- New loss of taste or smell
- Sore throat
- Congestion or runny nose
- Nausea or vomiting
- Diarrhea
Handling COVID-19 Cases and Outbreaks in the Workplace
If a location experiences an outbreak, (3 or more epidemiologically linked individuals at a location test positive or are otherwise diagnosed with COVID-19 within a 7 day window) the location, with the assistance of the COVID-19 Response Team if needed, shall report the outbreak to the appropriate health department. See COVID-19 Report Form.
All medical information about individuals infected or exposed to COVID-19 is confidential and subject to privacy laws, unless the individual has given written permission to the location to identify him/her. Employers cannot require employees to disclose medical information unless otherwise required by law. Employers shall not retaliate against an employee for disclosing a positive COVID-19 test or diagnosis or order to quarantine or isolate. Employees who believe they have been retaliated against may file a complaint with the Division of Labor Standards Enforcement.
Except in certain high risk settings (i.e. emergency or homeless shelters), individuals who are close contacts do not need to leave the worksite, regardless of vaccination status, unless they develop symptoms. However, anyone who is a close contact must wear a medical grade mask indoors for 10 days following the last day of exposure and test 3-5 days after exposure. If the employee develops symptoms, the employee should be excluded from the worksite and get tested.
An infected person with symptoms, with or without fever, must leave the worksite from the day of symptom onset until 24 hours have passed. Excluded employees who have had no fever for 24 hours without taking any fever reducing medications, and whose symptoms are mild and improving may return to work or ministry and wear a mask for 10 days. For an infected person with no symptoms, there is no infectious period and the infected person may continue to come to work. All positive cases must wear a mask indoors for the 10 day period after the start of symptoms or positive test if there are no symptoms. The mask may be removed sooner than 10 days if the infected person has two sequential negative tests at least one day apart. The date of symptom onset or positive test date is day 0.
If a person's COVID-19 symptoms recur or worsen shortly after recovering from COVID, the person should be excluded from the worksite and tested again as they may have COVID-19
rebound.
For information regarding leave of absence, health benefits, government assistance programs related to COVID-19 and proper payroll codes to use, please contact Human Resources.
4-30-21; 5-13-21; 7-13-21; 7-18-21; 8-18-21; 9-7-21; 1-27-22; 2-17-22; 3-28-23; 8-25-23; 9-18-23; 1-31-24; 7-12-24; 7;16;24