Hygiene Guidelines for Safe Operation During the COVID-19 Epidemic

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XFEL.EU SR-2020-002-01.6

SAFETY REGULATION

Hygiene Guidelines
for Safe Operation
During the COVID-19
Epidemic

February 2022

Safety and Radiation Protection (SRP) group
at European XFEL

                           European X-Ray Free-Electron Laser Facility GmbH

                                                               Holzkoppel 4

                                                           22869 Schenefeld

                                                                  Germany
Revisions

Version   Date                  Description
1.6       2 February 2022       Update by S. Plett
1.5       15 November 2021      Update by S. Plett
1.4       25 January 2021       Update by T. Haas
1.3       14 December 2020      Update by T. Haas
1.2       26 October 2020       Update by T. Haas
1.1       12 October 2020       Update by T. Haas
1.0       27 April 2020         First release

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Contents

     Revisions ..................................................................................................................... 2
     Contents ....................................................................................................................... 3
     Preface ......................................................................................................................... 4
     1        Personal behaviour that everyone should follow.......................................... 5
     2        Organizational rules ......................................................................................... 8
              2.1       Offices....................................................................................................... 8
              2.2       Meeting rooms .......................................................................................... 8
              2.3       Kitchens .................................................................................................... 9
              2.4       Rest rooms ............................................................................................... 9
              2.5       Laboratories ............................................................................................ 10
              2.6       Instrument hutches and control rooms ................................................... 10
              2.7       Rack rooms and balcony rooms ............................................................. 11
              2.8       Elevators ................................................................................................. 11
              2.9       Tunnels and shaft buildings .................................................................... 11
              2.10      Workshops .............................................................................................. 11
              2.11      Warehouse ............................................................................................. 12
              2.12      BeamStop ............................................................................................... 12
              2.13      Guest house ........................................................................................... 12
              2.14      Social gatherings .................................................................................... 13
              2.15      Short-term guests ................................................................................... 13
              2.16      Training ................................................................................................... 13
     3        Exceptions to these rules .............................................................................. 14
              3.1       Room occupancy .................................................................................... 14
              3.2       Other exceptions .................................................................................... 14

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     Hygiene Guidelines for Safe Operation During the COVID-19 Epidemic                                                   3 of 14
Preface

     In view of the COVID-19 pandemic, the need to operate European XFEL
     (EuXFEL), while preserving the health and well-being of staff members,
     presents a considerable challenge. In this document, we present behavioural
     and organizational guidelines that support efforts of continuing operation but
     also minimize the risk to the health of staff members

     These guidelines are based on the current status of the transmission of the
     virus and vaccination status of the employees. All existing evidence suggests
     that the transmission of the virus occurs predominantly through the
     respiratory tract. Small droplets or aerosols containing the virus from an
     infected person can remain airborne for a considerable amount of time, in
     particular in enclosed spaces. Contact infection may also occur but seems to
     play a much smaller role. Also, the SARS CoV-2 Occupational Health and
     Safety Ordinance sets some rules and, with the modifications from
     September, the vaccination or recovery status of employees may be taken
     into account when determining the protective measures. As surveys
     conducted among EuXFEL employees in October 2021 and in January 2022
     indicated that a large majority of staff members are fully vaccinated and many
     have already received a third vaccination dose. This information is taken into
     consideration in these guidelines.

     These guidelines are organized into three parts: The first part addresses
     general rules of conduct for all persons who spend time on the premises of
     EuXFEL: staff, guests, contractors, and users. The second part addresses
     organizational rules that should be implemented and enforced by the
     management, group leaders, and other members of staff with an executive
     role. The third part describes exceptions to these rules.

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1   Personal behaviour that
    everyone should follow

    Everyone at European XFEL—staff members, guests, users, and visitors—
    should follow these personal behaviour guidelines:

    ◼   Campus access only with 3G: Access to the campus is allowed only if you
        are vaccinated (geimpft), recovered (genesen) or tested (getestet). For
        the option “tested”, only official tests (e.g. in a test centre) with the
        corresponding test certificate (antigen test: 24 h, PCR test: 48 h) or, for
        staff and guests only, supervised testing at VHH premises, are respected.

    ◼   For users and external participants in internal beamtime, some special
        rules apply. In general, for them, the 2G+ rule is valid (only fully
        vaccinated and recovered individuals can be authorized to participate in
        beamtime). The complete guidelines can be in Covid-19 User Operation,
        which is posted on the company website.

    ◼   Working in home office is mandatory unless operational requirements
        require presence on site. If you are unsure whether your presence is
        operationally needed, then please contact your supervisor

    ◼   If you have cold- or flu-like symptoms, you may not enter the campus.

    ◼   You are also not allowed to enter the campus if you have tested positive
        for SARS-COV-2 either with a PCR or an antigen test, or if you were sent
        into quarantine or isolation by the authorities.

    ◼   You should also avoid coming onto the campus if you have had a close
        contact (as defined by the Robert Koch Institut – RKI) with a person who
        was tested positive for SARS-COV-2 with either a PCR or an antigen test.
        If you are boostered, “freshly” double vaccinated (if vaccination is less
        than three months ago), vaccinated and recovered, or recently recovered
        (if infection is less than three months ago) you are allowed to come for
        operationally necessary tasks. Please coordinate with your supervisor.

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◼   It is strongly recommended to perform a self-test at home before entering
    the campus. After entering the company’s premises, wash your hands.

◼   Frequently wash your hands for at least 20 seconds or disinfect them,
    using the products provided in the rest rooms. Follow the
    recommendations of the World Health Organization (WHO).

◼   Avoid touching your face.

◼   Sneeze into your elbow and away from any nearby person.

◼   Keep a safe distance of 1.5–2 metres from other people, also when
    working.

◼   Wear FFP2 or equivalent masks inside all buildings when moving around.

◼   It is allowed to remove the mask if you sit alone in an office or if you are in
    your assigned 2G room. For all other rooms, it is allowed to remove the
    mask if no more than three persons are in the room and the maximum
    occupancy of the room is respected.

◼   Colleagues who are assigned to an office together may share 2G
    information on a voluntarily basis. The respective office/lab/workshop may
    then be marked as a 2G room and used without masks and without
    observing the distancing rules by those who have shared their 2G
    information (also see Section 2.1). These rooms will be marked with a
    sign indicating the names of the occupants and their group association.
    2G offices should be shared only in cases of operational necessity and
    only for operationally necessary activities.

◼   A person who has not shared their vaccination or recovery status is not
    allowed to enter a 2G room unless everyone in the room wears a mask or
    the person is alone in the room.

◼   Do not shake hands.

◼   If you are infected with SARS-CoV-2 and were on the company's
    premises at a time when you could have spread the virus, you must report
    this to the COVID-19 task force (health@xfel.eu) and your supervisor (or
    contact person at EuXFEL) without delay.

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You may also call the following telephone numbers with the keywords
   “COVID-19/Corona”:

   — +49 40 8998-5550

   — +49 151 63392903

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2     Organizational rules

2.1   Offices
      The offices at EuXFEL have no active air exchange, and hence any infectious
      material in the air has the potential to stay in the air for a long time. Hence,
      the potential of any infectious material in the air must be minimized. Office
      sharing is allowed only if the office is marked as a 2G office and shall only be
      used by several 2G occupants at the same time in cases of operational
      necessity and only operationally necessary activities shall be carried out.
      Also, sufficient ventilation must be observed.

      An office may be marked as a 2G room by those occupants who agree to
      share their 2G status and after they have shown the corresponding
      documentation to the supervisor. In case of office sharing by persons with
      different supervisors, all supervisors must be contacted.

      Only vaccines approved by the EU are to be accepted as the basis for 2G
      rooms.

      After verification of vaccination or recovery status by the responsible
      supervisor(s), the room must be clearly labelled with the form “Label for 2G
      rooms” which is provided on the COVID-19 Updates site on Alfresco.

2.2   Meeting rooms
      The meeting rooms in XHQ have active air exchange. For this reason, they
      may be used for small meetings. Due to the current situation, it is allowed to
      take off the masks in meeting rooms only if no more than three persons
      attend. The maximum occupancy numbers defined by the Technical Services
      (TS) and Safety and Radiation Protection (SRP) groups as indicated on the
      doors are still valid. The maximum occupancy is determined based on 3.2 m2

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per person (this is based on the rounding up calculation of the circle area with
      a radius of 1 m per person). With this calculation, it is possible to maintain the
      distance of 1.5 m, also with maximum occupancy of the room. The
      information of maximum occupancy is posted outside each meeting room.
      Meeting rooms in XTOB have no active air exchange. Therefore, they may
      not be used for meetings at the moment or only in cases where at least
      windows on two sides are opened. Only the large meeting room upstairs
      qualifies in this respected. For meeting rooms, no 2G option applies at the
      moment.

2.3   Kitchens
      Many kitchens are very small. Maximum occupancy is decided by TS and
      SRP and posted on the outside. The handling of food poses additional risks.
      Proper hand washing is very important and should be done regularly and
      immediately before handling food. Kitchen towels need to be replaced with
      paper towels. All kitchenware needs to be washed using the dishwashers.
      Manual washing is not allowed. In general, the time spent in the kitchen
      should be minimized. Use of the coffee kitchen with the Barista coffee
      machine is allowed with a mask and single occupancy. Coffee may be
      consumed outside the room in respective allowed areas.

2.4   Rest rooms
      The rest rooms are very small. Maximum occupancy is limited to a single
      person. Proper hand washing is mandatory upon entering and before leaving
      rest rooms.

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2.5   Laboratories
      The laboratories in E0 typically have eight-fold air exchange. The same
      method of calculation as for meeting rooms (3.2 m2 per person) is used. The
      additional measure to wear a FFP2 mask if more than three persons are
      present is also valid for the laboratories. Maximum occupancy is posted
      outside the room/laboratory and needs to be integrated into the
      corresponding onsite training. If maximum occupancy cannot be observed or
      if more than three persons are present, all persons have to wear FFP2/KN95
      masks.

      Laboratories may also made into 2G rooms. Staff members who use the
      laboratory as a 2G room may, on a voluntary basis, confirm their vaccination
      or recovery status to the responsible supervisor(s). Only if all persons working
      in the laboratory agree with the rules for 2G may the room be labelled a 2G
      room. Further rules, like sharing only for cases of operational necessity or
      operationally necessary activities and observing of sufficient ventilation, also
      apply.

2.6   Instrument hutches and control rooms
      The instrument hutches and the control rooms have air conditioning systems
      that have variable and sometimes very limited air exchange. Due to the
      current situation FFP2 masks must be worn if more than three persons are in
      one hutch or control room. This is valid independent of the maximum
      occupancy which is posted outside at the door. The maximum occupancy is
      calculated with the same method as for meeting rooms (3.2 m2 per person)
      and the numbers are posted outside of the rooms. The maximum occupancy
      is evaluated hutch by hutch (fixed installations such as desks, cupboards,
      stairs, etc. are deducted before the calculation).

      Instrument hutches and control rooms are excluded from the 2G option at the
      moment.

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2.7    Rack rooms and balcony rooms
       The rack rooms have minimal air exchange. Hence, occupancy is limited to
       one person. If electrical or other hazardous work is carried out, this may not
       be done working alone. As an exception to the rule laid out above, such work
       may be carried out if all staff members in the room wear FFP2 masks. The
       same applies to the balcony rooms where the occupancy needs to be limited
       to a single person. Wherever only one person is allowed to work, hazardous
       work may not be carried out.

2.8    Elevators
       Maximum occupancy for elevators is posted on the elevator doors. In the
       elevators, FFP2 masks must be worn.

2.9    Tunnels and shaft buildings
       Activities in tunnels and shaft buildings shall be carried out with the minimum
       number of personnel required. Work sequences shall be planned sequentially
       and closely coordinated, so that the number of persons in a given tunnel is as
       small as possible and the distance between teams is as large as possible.
       Access to the tunnel is permitted only with a valid up-to-date work order. For
       all activities, FFP2 masks must be worn.

2.10   Workshops
       The workshops are spacious. Maximum occupancy is defined as in other
       rooms. Due to the current situation, FFP2 masks must be worn if more than
       three persons are in one room. This is valid independent of the maximum
       occupancy, which is posted outside at the door. For workshops excluding
       apprentice workshops, also 2G rooms may be implemented if all occupants

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who wants to share a room confirm on a voluntary basis their vaccination or
       recovery certificate to the responsible supervisor(s). Further rules, like sharing
       only for cases of operational necessity or operationally necessary activities
       and observing of sufficient ventilation, also apply.

2.11   Warehouse
       The warehouse is spacious. Maximum occupancy is defined as in other
       rooms. To avoid staff members from the warehouse having to pass through
       all offices, a pickup area has been set up. As many different persons have to
       pick up staff members from the warehouse here, the implementation of a 2G
       room is not possible.

2.12   BeamStop
       ◼   Occupation of the BeamStop restaurant is limited. Only use present chairs
           and tables and do not (re)move any chairs or tables

       ◼   The general distancing rule must be obeyed while standing in line and at
           all other times.

       ◼   The salad bar needs to remain closed until further notice.

       ◼   Cutlery and glasses are distributed at the food counter by BeamStop
           personnel.

2.13   Guest house
       A negative PCR test result is required to stay overnight in the gues thouse.
       The swabbing for the test must not be older than 72 h before arrival on site.
       The result must be provided by 11:00 (via email) on the day of arrival.

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2.14   Social gatherings
       Social gatherings on the EuXFEL campus are not allowed at the moment.

2.15   Short-term guests
       Short term guests are individuals who come to EuXFEL to carry out work and
       spend only a few hours on the premises. These guests need to follow the
       same rules as everyone else on campus. Since these guests are not
       registered, the EuXFEL contact person is responsible for recording the
       contact details of these guests using Safety Form 11, “Short-Term Guests:
       Hygiene Guidelines During the COVID-19 Epidemic”, available on Alfresco
       XFEL Docs. The Staff Note “Company guests and visitors”, which can be
       found on Alfresco XFEL Docs, remains valid.

       Short-term visits by guests coming from high risk or virus variant areas should
       be avoided. If a visit is unavoidable, an individual permission must be
       obtained by contacting health@xfel.eu.

2.16   Training
       All staff members who come on site need to follow an additional COVID-19
       training that explains the rules in this document. This training should be
       added as a property to the DACHS areas European XFEL campus and
       European XFEL office buildings. The training is valid for six months.

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3     Exceptions to these rules

3.1   Room occupancy
      Rooms may be used by more than three staff members or with more than the
      maximum occupancy if all persons wear FFP2 masks.

3.2   Other exceptions
      Staff members may request exceptions to these rules by stating their case to
      the COVID-19 task force by email (health@xfel.eu). They will be informed by
      email about the outcome of their request by a member of the task force.

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