EZ Messenger Vendors - COVID-19 Health and Safety Policy

Policy Name: COVID-19 Health and Safety Policy

Lauch Date: 5/22/2020

Last Update: 7/23/2020

Author Name: Gerri Gentilquore

Author Title: Director of Compliance

Version: 2.0

1. Purpose

This document, along with our Business Continuity Plan, summarize the COVID-19 specific policies and the health and safety precautions expected by EZ Messenger and our clients during the COVID-19 outbreak. This policy is created in an effort to help reduce the risk of transmission of the COVID-19 virus and lessen the impact the service of due process may have upon all individuals involved, from office personnel, to process servers, Clients, and parties interacted with during the act of attempting to serve process.

2. Responsibilities

Each EZ Messenger employee and independent contracting process servers work with EZ Messenger.

3. Escalation Point of Contact

Director of Client Relations

Vice President of Operations

Director of Vendor Operations

Director of Compliance

4. Definitions

CDC – Centers for Disease Control. A national public health institute in the US.

COVID-19 - a.k.a. coronavirus, 2019 novel coronavirus, or 19-nCoV. A newly discovered illness caused by a coronavirus that is spread from person to person. Generally, it is thought this is an airborne transmission, but may also be transmitted from surfaces when the person then touches their mouth, nose, or eyes.

Gloves – Disposable gloves made from latex, rubber, nitrile, plastic, or PVC designed for medical or food preparation use.

Hand washing – Thoroughly washing hands with soap and water for 20 seconds or longer.

Hand sanitizer – Liquid, gel, or foam used to decrease germs and other infections materials and agents on the hands. Hand sanitizer must contain at least 60% alcohol and not have been left in the heat to be considered effective as heat will evaporate the alcohol, reducing the alcohol content.

Mask – Cloth facial coverings used to help reduce the transmission of certain types of diseases to others. A mask should cover the nose and mouth and be secured to the face in some manner. Masks as referred to here are the type which will help the wearer from spreading the virus to other persons and may be homemade or store bought but do not need to be surgical quality such as N95 or surgical masks.

Manager/ Management – For the purpose of this document for employees of EZ Messenger this means any immediate manager or higher. For independent contractors (process servers) this means contacting Vendor Operations.

Personal health check – A self-conducted review of your personal health status as it pertains to things such as, but not limited to: your temperature, trouble breathing, a cough, chills, loss of smell, loss of or change in taste, sore throat, possible exposure to others with symptoms or whom have tested positive for COVID-19.

Social distancing – Maintaining a six (6) foot distance from others who are not part of your direct household.

Symptoms – Include, but not limited to: loss of taste, loss of smell, fever, trouble breathing, congestion/ runny nose, body aches, and cough.

5. Policy

For the health and safety of our employees, contractors, and the general public it is the Policy of EZ Messenger that all staff, contractors, and visitors should follow the guidelines as outlined herein.

General Expectations

Ø All persons are expected to perform a daily personal health check prior to interacting with others in a professional capacity or going to an office location. If you find you may have symptoms or have interacted with someone who may have, or is symptomatic of, COVID-19 you should avoid contact with other person(s) until cleared by a healthcare professional or are asymptomatic for 14 days.

Ø All persons who have symptoms, have tested positive for, have interacted with someone who may have, or is symptomatic of, COVID-19 should notify Management immediately. You should also notify Management if you are aware of someone interacting with others who meets this qualification who is employed by or contracted for services by EZ Messenger.

Ø Follow CDC guidelines, or any rule imposed by an applicable governing agency specific to your local area which may be more stringent.

Ø Wash cloth face masks daily.

In Office

Visitors - Anyone visiting an EZ Messenger office is expected to:

Ø Have performed a personal health check prior to entering the building.

Ø Wear a face mask.

Ø Use hand sanitizer prior to entering the work floor.

Ø Practice social distancing whenever possible.

Ø If the visitor will be interacting extensively with personnel, equipment, or documents gloves should be worn.

Office Staff – EZ Messenger employees working at an office location (EZ office, client office, etc.) are expected to:

Ø Have performed a personal health check prior to entering the building.

Ø Wear a face mask.

Ø Maintain social distancing.

Ø Regularly disinfect equipment, especially shared items such as copiers, printers, etc.

Ø Wash hands regularly as well as prior to and after use of gloves.

Process Servers – Any independent contractor service process for EZ Messenger is expected to:

Ø Have performed a personal health check prior to engaging with the public to perform service of process.

Ø A mask is always encouraged even if local orders do not require one. Vendors are urged to carry a mask with them in the event a servee requests they put one on.

Ø Maintain social distancing when feasible during attempts and service. Identification may be made at appropriate social distance. Documents may be left upon the ground or other appropriate surface while the process server moves to an appropriate social distance and observes the party picking up the documents.

Ø Keep a clean working space by regular use of anti-virals on work surfaces and hand washing (or hand sanitizing).

Ø Carefully read all special instructions on the Field Sheet as each client may have specific or special requirements. If you cannot or will not be able to follow them, please advise Vendor Operations immediately.

Encouraged Behaviours

Ø Process servers are encouraged to prepare service packets in a clean workspace while wearing a mask and gloves and placing documents into either sealed clear envelopes, clear document protectors, unsealed manila envelopes, or other ways to keep clean documents separated from documents not prepared in this manner, then allowing documents to sit for up to 24 hours before serving. Consider whichever method may be appropriate based on your local rules and procedures.

Ø When inside buildings, everyone should allow one person to pass first thru doorways, hallways, etc. to allow for social distancing.

Ø Everyone should use appropriate disinfectants/ antivirals. Read the labels carefully to ensure you use the item appropriately (some encourage you to leave the agent on for a duration of time for maximum efficacy) and that they are designed for use in combatting COVID-19.

Ø Regular disinfection of personal items such as cell phones, purses, wallets, desks, and vehicles (steering wheels, door handles, etc.).

Ø Avoiding touching personal property, vehicles, packages, etc. belonging to others.

Ø Avoid touching your face after interacting with ‘dirty’ surfaces (doorknobs, keys, cell phones, public use pens, etc.).

6. Exceptions, Limitations, and Severability

Exceptions may be made to individual guidelines as stated above depending upon the situation but must be approved by Management. This policy is not intended to replace all sources of information regarding COVID-19. As such sections of this policy will refer to other external information sources for reference. This policy may be modified periodically or terminated in its entirety as new information becomes available regarding the transmission, treatment, or cure of COVID-19. All parties should abide by any orders from the Centers for Disease Control (CDC), the Opening Up America Again guidelines (Opening Up), and by any Federal, State, or Local emergency rules and orders which may supersede these guidelines. All parties may, at their own discretion, choose to go above and beyond these guidelines.

7. References and Resources

Ø Centers for Disease Control - https://www.cdc.gov/coronavirus/2019-ncov/your-health/index.html

Ø Federal, State, and Local emergency orders, rules, and regulations regarding COVID-19

Ø Opening Up America Again - https://www.whitehouse.gov/wp-content/uploads/2020/04/Guidelines-for-Opening-Up-America-Again.pdf