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 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 for the purpose of responding 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 the purpose of 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 means 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
- Food Services
- Parking & Transportation (Shuttle Service)
- 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 touch points, 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 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/sanitizing will be done with a hydrogen peroxide-based mixture with water at 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:
- If notification is within 24 hours of the individual being on campus, Custodial will close off the affected areas for cleaning/sanitizing and disinfecting, using their two-step procedure.
- If notification is within 24-72 hours of the individual being on campus, Custodial will clean/sanitize the affected areas.
- If notification of the exposure is more than 72 hours after the individual was in the space, Custodial will follow their normal cleaning procedures.
- Affected areas include 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 at least once every 24 hours for occupied spaces.
- Restrooms and public entry touch points, as well as other identified high use areas, will receive cleaning/sanitizing and disinfecting at least once a day, and again four hours after 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 in accordance with 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.
- 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 Rules Addressing the COVID-19 Public Health Emergency in All Oregon Workplaces
Original issue date: July 13, 2020; effective October 26, 2020
Last review date: July 12, 2021