Cleaning, sanitizing and disinfecting during the COVID-19 pandemic
If you suspect you may have COVID-19
If you have been to a PCC campus or center and believe you may have COVID-19, please notify the COVID-19 Reporting Team at 971-722-1919 or firstname.lastname@example.org.
This procedure will be in effect until lifted by the PCC President.
In response to the COVID-19 pandemic and in alignment with guidance from the Oregon Occupational Safety and Health Administration (“OR-OSHA”) and the Centers for Disease Control and Prevention (“CDC”), Portland Community College (PCC) issued its cleaning, sanitizing, and disinfecting administrative procedure on 01/08/2021, effective 01/08/2021. It applies to all PCC facilities and serves the college’s goal to help reduce the risk and spread of COVID-19. This college administrative procedure may be revised as determined appropriate to serve the college’s educational mission and to align with updated federal, state, and local guidance as the public health response evolves.
These cleaning, sanitizing, and disinfecting and disinfecting procedures are intended to provide guidance and direction to the college on the steps required to comply with OR-OSHA’s regulations for COVID-19 protection. To the greatest extent possible, all employees will ensure that spaces and equipment are cleaned, sanitized, and disinfected frequently according to these established procedures.
More stringent rules for cleaning, sanitizing, and disinfecting may be required for specific departments or activities per industry standards, laws or regulations, and shall be followed.
Reason for procedure
This COVID-19 procedure is being implemented to respond to the threat to the health and safety of the PCC community and the achievement of the PCC’s educational mission posed by COVID-19. This procedure is not intended to address other health and safety issues.
Scope and audience
- This PCC administrative procedure applies to all PCC employees engaged in PCC business while on-site.
- PCC settings that are subject to cleaning, sanitizing, and disinfecting procedures include all spaces at PCC facilities as defined in section 4.1, as well as any PCC-managed equipment at those locations.
- Facility means any indoor or outdoor building or space controlled and managed by PCC for academic programs, support services, or operational services.
- Cleaning or sanitizing is the use of soap and water or a detergent to remove bacteria, dirt, and impurities from surfaces. This lowers the risk of spreading infection.
- Common area means building lobbies, reception areas, waiting rooms, restrooms, break rooms, eating areas, locker rooms, bathing areas, transit lounges, conference rooms, or other locations indoors or outdoors where multiple individuals may congregate.
- Disinfecting means to kill bacteria or viruses on a surface using an EPA approved disinfectant. Disinfecting can further lower the risk of spreading infection.
- High-touch surface means equipment or surfaces that are handled frequently throughout the day by multiple individuals. High-touch surfaces can include but are not limited to, doorknobs, countertops, credit card terminals, digital kiosks, touchscreen-enabled devices, light switches, handrails, elevator control panels, office equipment, handles, and steering wheels.
- Reusable items mean items that can be reused by multiple individuals such as clipboards, pens, and other office supplies.
- Shared equipment means devices or tools that are used by multiple employees or other individuals including, but not limited to, copy machines, elevators, computer keyboards, refrigerators, and work vehicles.
Responsibilities and procedures
- All shared equipment, reusable items, and department-specific high-touch surfaces shall be cleaned, sanitized, and disinfected frequently, at least daily when there is activity. Employees will be responsible for cleaning and disinfecting their own computer workstations and electronic equipment.
- All disinfectants used for potential COVID-19 exposure mitigation will be from EPA’s List N: Disinfectants for Coronavirus.
- Personal Protective Equipment (PPE) required for the cleaning, sanitizing, and disinfecting being performed shall be provided by the College to employees. This may include gloves, eye protection, and face coverings.
- If cleaning, sanitizing, or disinfecting with a partner, all employees will adhere to physical distancing and hand hygiene guidelines.
- Managers and supervisors will ensure employees have adequate supplies and the reasonable time necessary to clean, sanitize, or disinfect more frequently than would otherwise be required.
- Managers and supervisors will ensure employees have adequate supplies and the reasonable time necessary to perform hand hygiene before using shared equipment.
- Select departments that must comply with specific cleaning, sanitizing, and disinfecting requirements as outlined by OR-OSHA, OHA, or other industry standards, will develop and implement appropriate procedures and include them in their Health & Safety Plan. These departments include, but are not limited to:
- Child Development Center and childcare facilities
- Food Services
- Parking and Transportation (shuttle aervice)
- Performing arts
- Physical Education
- Departments requiring additional cleaning, sanitizing, and disinfecting procedures will work with the Office of Reopening and/or EH&S to establish best practices to ensure compliance. Separate documentation may be required for department-specific cleaning procedures.
- For department-specific common touchpoints, or departments that have disinfecting requirements according to their work area or specific activity, each department will:
- Establish a cleaning, sanitizing, and disinfecting schedule according to the equipment, space usage, or specific industry or activity guidance
- Ensure EPA approved cleaning, sanitizing, and disinfecting chemicals are available
- Provide employees with the reasonable time necessary to clean, sanitize, and disinfect more frequently
- Instruct employees to disinfect work surfaces or equipment before each use.
- Cleaning, sanitizing, and disinfecting of PCC owned, leased, or controlled vehicles will be conducted by the department managing that vehicle. Further cleaning, sanitizing, and disinfecting procedures for PCC owned vehicles are outlined in Vehicle Physical Distancing and Hygiene during the COVID-19 Pandemic.
- Departments needing additional assistance with general cleaning, sanitizing, and disinfecting questions should reach out to Custodial Services through ReADY and the Service Request Center (SRC).
- All classrooms, common areas, and most high-touch surfaces will be cleaned, sanitized, and disinfected frequently, at least daily when there is an activity, by Custodial Services.
- Custodial Services has developed cleaning, sanitizing, and disinfecting procedures specific to classrooms, office spaces, common areas, and restrooms. These procedures address the unique exposure risk or usage level of those spaces. Procedure documents are stored in the Custodial Services Managers’ offices.
- Custodial employees receive training on procedures as they are developed and updated. Training records are stored in PCC’s learning management system and/or in the Custodial Service Managers’ offices.
- Classroom and restroom cleaning, sanitizing, and disinfecting will be documented with cleaning logs either posted outside of each room or maintained in the Custodial Service Managers’ offices.
- Custodial Services will follow a two-step cleaning, sanitizing, and disinfecting procedure.
- Step 1: Cleaning and sanitizing will be done with a hydrogen peroxide-based mixture with water at a 1:32 ratio for light-duty cleaning. A microfiber cloth will be utilized for cleaning all surfaces.
- Step 2. Disinfecting will be done with a germicidal bleach solution 1:32 ratio or 1oz per spray bottle. The bleach solution will be made fresh daily. The solution will be dispensed onto a microfiber cloth with the spray nozzle. The solution once applied will be allowed to air dry on the surface.
- Custodial employees will wear gloves while performing cleaning, sanitizing, and disinfecting tasks. Other PPE and source control, such as face coverings, will be required and provided as appropriate for the chemical or equipment used.
- The Exposure Response Triage Team will notify Custodial Services and the Local Public Health Authority of any space used or occupied by an individual suspected or confirmed of being infected with COVID-19. Upon notification, Custodial Services will complete the following tasks:
- Close off the affected areas and wait at least 24 hours before cleaning, sanitizing, and disinfecting, using their two-step procedure.
- Clean, sanitize, and disinfect any isolation rooms/areas, common areas, high-touch-surfaces, and any shared equipment where that individual is known to have had or may have had physical contact.
Custodial Services cleaning frequency
- Custodial Services will review the Campus Access Request database to obtain the list of occupied spaces for targeted cleaning, sanitizing, and disinfecting.
- Campus Schedulers will reserve cleaning time in the class schedule to ensure Custodial employees have time to perform cleaning, sanitizing, and disinfecting duties. This may include spaces used for one on one instructional time with students.
- Campus Schedulers will provide a schedule of class times and rooms to Custodial Managers at least 30 days before the start of each term to aid in establishing more frequent cleaning, sanitizing, and disinfecting schedules.
- Custodial Services will provide regular cleaning, sanitizing, and disinfecting according to the following frequency:
- At least once every 24 hours if the space is occupied for less than 12 hours a day. This frequency may increase as PCC moves through the reopening stages.
- At least once every 8 hours while in use if the space is occupied more than 12 hours a day.
- Restrooms and public entry touchpoints, as well as other identified high use areas, will receive cleaning, sanitizing, and disinfecting at least once a day, and again four hours after the first treatment.
Hand sanitizer dispenser stations
- Hand sanitizer dispensers have been made available to ensure compliance with PCC’s physical distancing and hand hygiene guidelines.
- Custodial Services and Maintenance have installed touchless hand sanitizer dispensers in public areas and other spaces identified by Custodial Services. Additional dispensers will be installed as space use and occupancy levels change. Dispensers will be located in the following areas:
- Hallways outside of public restrooms
- Main entrance lobbies
- Mission Critical Areas as identified by Custodial Services
- Custodial Services will inspect the units twice a week for service, maintenance, and refilling.
- Exceptions to the cleaning, sanitizing, and disinfecting procedure include PCC owned space leased to another employer unless contractually provided.
- PCC has designated the Environmental Health & Safety Manager as the PCC COVID-19 Compliance Officer for the implementation and enforcement of COVID-19 health and safety requirements. For questions or complaints regarding COVID-19 health and safety, go to email@example.com.
- Members of the PCC COVID-19 Compliance Officer’s team will conduct audits to ensure safe and consistent adherence to the protocols stated above are met.
- Individuals must follow all applicable protocols and procedures unless they have a previously determined medical or disability-related condition or reason for not complying with COVID 19 related protocols and administrative procedures. Employees who refuse to comply may be subject to disciplinary action per the PCC Management and Confidential Employee Handbook or applicable collective bargaining agreement. Students who refuse to comply may face disciplinary action based on the PCC Student Code of Conduct.
- Custodial Services will stock disinfecting supplies in classrooms and common areas for employee use. Supplies will be checked and restocked as part of normal custodial duties.
- Restocking of classroom/common area disinfecting supplies can be requested through Custodial Services by submitting a request in ReADY.
- Employees needing disinfecting wipes for individual workstations can request them through Procurement. When completing the request form, please include the requester’s name, department, and delivery location.
- Single-use cleaning, sanitizing, and disinfecting supplies should not be reused but disposed of in appropriate trash receptacles. Reusable supplies must be laundered appropriately.
- Gloves are required to be worn while cleaning, sanitizing, and disinfecting surfaces.
- PCC will continue to follow OR-OSHA and industry guidance related to workplace safety.
- Governor’s Executive Order
- Higher Education Coordinating Commission (HECC) Guidance for the Conduct of In-Person Instructional Residential and Research Activities at Oregon Colleges and Universities
- HECC Clarifications on Public Health Guidance
- Center for Disease Control Operational Considerations for Adapting a Contact Tracing Program to Respond to the COVID-19 Pandemic
- Centers for Disease Control Cleaning and Disinfecting Public Spaces for COVID-19
- OSHA Temporary Standards
Original issue date: 01/08/2021
Last Modified: 03/18/2021