September 24, 2020

Health, Safety, and Operational Metrics

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HEALTH & SAFETY

Virginia Department of Health Metrics

• Case Incidence Rate (New COVID cases per 100,000) • PCR Test Percentage of Positivity (rates per 100,000) • Percent of COVID Cases Among Healthcare Workers • Rate of Emergency Visits to Emergency Departments

for COVID-like illness (per 100,000) • Percentage of Hospital Beds regardless of reason • Surge Capacity of Hospital • Access to sufficient Personal Protective Equipment for

Healthcare

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HEALTH & SAFETY

APS Metrics

• Operational Capacity and Preference • Sufficient Staffing Levels to:

• Provide instruction in person • Clean and disinfect facilities • Provide transportation for students • Provide food services to students

• 10-week supply of cleaning and disinfecting supplies on hand • Personal Protective Equipment

• 90-day Supply of COVID Equipment and Personal Protective Equipment for faculty, staff and students

• 90-day Supply of Equipment and Personal Protective Equipment for isolation and quarantine rooms

• Health Measures • Ability to implement temperature screening, face covering mandates, cleaning and disinfecting

routine • Ability to ensure appropriate social distancing in all instructional spaces, hallways, conference

rooms, etc. • Ability to implement response protocols and contact tracing for students and employees • Increased access for students to COVID testing

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HEALTH & SAFETY

APS COVID-19 Dashboard

Dashboard is designed to provide a quick glance review of each metric using five colors associated with each level of instruction.

Level 0 Grey Full DistanceLevel 1 Red Select Students with DisabilitiesLevel 2 Orange Select Student Cohorts/ClassesLevel 3 Yellow Hybrid for All StudentsLevel 4 Green 100% Capacity – No Restrictions

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HEALTH & SAFETY

Pandemic Operating Conditions

Level 1 Level 2 Level 3 Level 4

Operations Schools and offices may be closed or open with limited employees reporting.

Schools and offices open with limited required reporting.

Schools and offices open.

Schools and offices open.

Students Majority of students learn from a distance, with select distance learning support offered in person for students with disabilities.

Identified students in greatest need of additional support receive one or more days of in-person instruction

Students participate in a hybrid model (distance and in-person).

All schools open at 100% capacity for in-person instruction.

Employees Telework wherever possible

Telework continues Approved telework accommodations

Approved telework accommodations

Public Limited or no public transactions inside buildings

Limited public transactions inside buildings

Limited public transactions inside buildings

No limit to public transactions in person

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HEALTH & SAFETY

APS COVID-19 Dashboard

Regional Health Metrics (7 Day Rolling Average)Metric Trend Analysis Score Level 1

(Select SWD)Level 2*

(PreK-3, EL, CTE, SWD)Level 3

(Hybrid – All)Level 4

(100% Capacity)

Case Incidence Rate (per 100k)

Fluctuating 8.9<9 >5 - <6 >4 - <5 <4

PCR Test Percentage (per 100k)

Fluctuating 5.2<7 >3 - <5 >1 - <3 <1

Percent of COVID Outbreaks

Fluctuating 0.03>0.04 - <0.06 >0.03 - <0.04 >0.01 - <0.03 <0.01

Rate of Emergency Visits

Decreasing 3.5>5 - <8 >4 - <5 >3 - <4 <3

ICU Hospitalizations Decreasing 1.2>2 - <3 >1 - <2 <1

Percentage of Hospital Beds

Increasing 71.4<90 <70 <50

Access to Personal Protective Equipment

Not Applicable 0<3 <2 <1

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*Level 2 gating criteria assumes a district wide average and individual school/program circumstances may vary.

HEALTH & SAFETY

APS COVID-19 DashboardAPS Operational Metrics

Metric Definition Metric Weight Score Level 1

(Select SWD)Level 2*

(PreK-3, EL, CTE, SWD)Level 3

(Hybrid – All)Level 4

(100% Capacity)

Instructional Employee Instructional employee preference to return to in person instruction. High 33%** 7% 35% 95% 100%

Support Employee Support employee preference to return to in person instruction.*** Moderate 23%** 35% 40% 95% 100%

Substitute AvailabilityPercentage of substitutes who’ve indicated they are willing to support in-person instruction.

Moderate 70% 50% 75% 100% 100%

Technology Infrastructure Percentage of students actively participating in synchronous learning. Low 96.1% 90% 90% 90% N/A

Cleaning and Disinfecting Hand sanitizer, soap, disinfectant, etc. 10-week supply on hand. Moderate 63% 60% 70% 100% 100%

COVID-19 Equipment Face covering, plexiglass shielding, floor marking, KN95s, etc. High 83% 60% 70% 100% 100%

Isolation Equipment Air purification, gloves, gowns, N95s, Fit Testing, etc. High 7% 100% 100% 100% 100%

Health Measure Compliance

Employee and student compliance with health measures based on weekly audit.

High - - 100% 100% 100% 100%

Employee ExclusionAll employees on FFCRA, Symptomatic, Exposures, Tested Positive vs employees required to report

High 11.7%**** <25% <20% <10% <5%

Student Exclusion Symptomatic, Exposures, Tested Positive High - - <50% <35% <20% <5%

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*Level 2 gating criteria assumes a district wide average and individual school/program circumstances may vary.**Instructional and Support Employee scoring is based on preference to return in person without reservation.***Support staff surveying did not include X and O Scale staff.****Each employee group required to report is weighted the same for the purposes of dashboard reporting.

HEALTH & SAFETY

Health and Safety Response

If community health conditions worsen, APS, in collaboration with the Arlington County Public Health Department will pause at the current level, reverse, or suspend all in-person instruction.

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COVID Response MatrixLocation Response Return to Instruction/Work

Classroom

1 confirmed case of COVID-19 in a classroom may result in the entire classroom being transitioned to virtual instruction.*

14 Days from Date of Onset*

School

Confirmed case investigation determines any connections between multiple individuals from a COVID-19 positive individual.

14 Days from Date of Onset*; in addition to Health Department

recommendations

Central OfficeEmployee self-reports or Health Department reports of a confirmed COVID-19 positive individual.

14 Days from Date of Onset*; in addition to Health Department

recommendations

*Exclusion duration may vary depending on circumstances.

Phased Return Plan for Hybrid, In-Person Instruction

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Student Cohort Group Identification

APS has identified the following groups of students who are most in need of in-person support and instruction and hopes to transition them into school this fall, prior to bringing back all students who select hybrid/in-person instruction. These groups are:• Level 1: Students with Disabilities (SWD) – SWD who require direct support to access the

curriculum as presented via distance learning.• Level 2:

• English Learners/SWD – English Learners 1-4 in grades K-12 and all SWD with IEP's as both groups of students need additional in-person support for language acquisition (EL's) and access to the curriculum.

• Early Learners – All PreK-3rd grade students given that they need more support in accessing their education in early years of learning.

• Career and Technical Education (CTE) Students – CTE students enrolled in many Career Center courses need to have access to industry tools and equipment to become proficient in their field of study. Some in-person hands-on work is required in order to meet VDOE competencies not waived and industry credentialing requirements.

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Return to School Timeline

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Full-Time Distance Learning

All Students

SEPTEMBER

RETURN LEVEL 1:Students with

Disabilities

RETURN LEVEL 2:PreK-3, ELs, CTE, All Other Students with

Disabilities

RETURN LEVEL 3:All Students

Choosing Hybrid

Mid to Late October

Early to mid-November

Early December

Timeline above is contingent on operational readiness and positive health metrics.

Operational Considerations

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Our ability to be able to return in each level of instruction during the pandemic is highly dependent on the ability to meet some key metrics and operational capacities, including: • Bus Routing • COVID-19 Equipment• Isolation Equipment• Health Measure Compliance• Employee and Substitute Availability• Cleaning and Disinfecting Supplies

Level 1: Students with Disabilities

TIMING• Mid to Late OctoberSTUDENT GROUPS/TOTAL #• ~300RATIONALE• These students require significant adult support to access distance learning

instruction. In order to ensure IEP services are met, this group will be provided full time support by APS assistants. These students will continue to receive instruction from their teachers via distance learning but will have APS staff to assist with accessing the instruction. In-person instruction begins with Level 2.

SCHEDULE/DETAILS• Students would be at school Tuesday-Friday for the entire school day.

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Level 1: Transportation Considerations

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The following information is required before Level 1 Special Education students may be routed:• Identification/total number of eligible students• Parent selection of virtual or in-person instruction• Parent requirements for transportation• Location of instruction: home school or clustered in one or more schools

• Each student may then then be routed. • Social distancing determines bus capacity; because buses may only carry one wheelchair, the number

of buses required will increase.• Students’ equipment needs are matched to buses that are appropriately equipped.• Trained drivers and attendants are assigned to routes; if there are insufficient additional general

education drivers and attendants must be trained. • Special Education routing normally takes all of July and August.• Transportation Services cannot determine how long routing will take until the number of students to

be routed is known.• The routing process will have to be repeated if locations are at first clustered, and students later

return to home schools.Duration of routing process impacts when students may return to school.

Level 2: English Learners (ELs), CTE, PreK-3rd Grade Students and All Other Students with Disabilities (SWD)

TIMING• Early to mid-NovemberSTUDENT GROUPS/TOTAL #• ~4900 English Learners, ~461 CTE, ~9250 PreK-3rd grade, ~3800 SWDRATIONALE• PreK-3rd grade: Our youngest students have difficulties sustaining engagement in distance

learning.• SWDs: Students have difficulty accessing and sustaining engagement in Distance Learning• ELs: Learning language and content in distance learning is challenging. ELs need oral

interaction with teachers and peers.• Career & Technical Education (CTE): CTE students need to use industry tools and equipment

to become proficient in their field of study. Hands-on work is required in order to meet VDOE competencies and industry credentialing requirements.

• SCHEDULE/DETAILSHybrid, In-Person Instruction AA/BB

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Level 3: All General Education Students Selecting Hybrid, In-Person Instruction

TIMING• Early DecemberSTUDENT GROUPS/TOTAL #• ~10,000 RATIONALE• General education students whose families indicate a preference for in-person

learning via the hybrid model will transition at this time. Students whose families indicate a preference to remain in the distance learning will remain in this model.

SCHEDULE/DETAILS• Monday – asynchronous• Hybrid Group A – Tuesday, Wednesday• Hybrid Group B – Thursday, Friday

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Levels 2 & 3 Transportation Considerations

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Additional considerations for Levels 2 and 3:• Transportation must be provided to comply with federal law for Special Education

students with transportation accommodations in their IEPs, and students with 504 transportation accommodations.

• Transportation for General Education students in Virginia is only required if APS enforces compulsory attendance.

• APS has 200 buses and cannot afford to increase its fleet.• The number of drivers and attendants is fixed; it is not yet known how many will

return to work.• The number of bus runs will increase to accommodate social distancing at 11

students maximum per bus.• APS must prioritize Special Education and 504 over General Education

transportation.APS may not be able to provide full service General Education transportation for Level 3.LE

VE

LS 2

&3

Health and Safety Expectations

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• Face Covering• All employees and students unless they have a medical exemption will be

required to wear at least a cloth face covering while in person or participating in activities.

• Health Screening• All employees and students will be screened before being allowed to

participate in activities and school, or ride on school division transportation.• Physical Distance

• All employees and students will be expected to maintain 6-foot distance to the greatest extent possible.

• Enhanced Cleaning and Disinfecting• All facilities will undergo enhanced cleaning and disinfecting of frequently

touched surfaces.

Survey Process for Staff

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Level 2 Survey: Week of Oct. 5• Human Resources will survey

teachers and staff needed for Level 2 prior to return

• Survey window will be one week• Survey provides information

regarding process and options• Staff are assigned based

on training and student need

Level 1 Survey: Oct. 1 - Oct. 8• Human Resources will survey

Assistants needed for Level 1 prior to return

• Survey window will be one week• Survey provides information

regarding process and options• The Office of Special Education will

identify staff with relevant training to work with Level 1 Return students

• Staff are assigned based on training and student need

Staff will not be surveyed all at one time. APS will determine staffing needs for each level, and only those staff will be surveyed prior to return.

Selection Process for Students & Families

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Level 1: Week of Sept. 28• APS will contact individual

Level 1 Return families directly to confirm preference

• Information will be updated in ParentVUE

Level 2: Sept. 29-Oct. 13• APS will open the ParentVUE

process for all students and families to update their selections on Tuesday, Sept. 29

• Two-week window allows schools to plan for Level 2

• ParentVUE selection process includes information about transportation

APS will open the selection process for Level 3 families at a later date, depending on health and safety metrics and timing of Level 3 Return.

Instructional Resources

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INSTRUCTION

Parent Canvas App and Other Resources

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• Parent Canvas app is available, allowing parents to:• See every course their child is enrolled in• See all content in the course, including their

child’s submissions, grades, and feedback for any assignments graded in Canvas

• Adjust their notifications and frequency• Communicate with teachers via the Inbox

• Families can access the guides via the 2020-21 School Year webpage.apsva.us/school-year-2020-21/

• The Parent Academy provides videos with tips and resources on distance learning.

INSTRUCTION

Update on Distance Learning Toolkits

Content kits available week of September 28th• Pre-K-8 - English Language Arts, Math, Science• 6-8 - PE• 6-8 CTE

General school supply kits also available week of September 28th

Kits for students in K-12 MIPA, Life Skills, Shriver and PEP should be available early October or sooner.

Thank you to the community! As of September 9, we have been able to purchase 5,622 kits thanks to donations.

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Technology

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Technology and Access

• 26,082 (96.1%) students participated in synchronous learning activities through Teams for an average of 4 hours through the day during last week

• 92% of the Students participating in Synchronous learning using APS devices actively

• 3,100+ Comcast Internet Essentials Codes have been distributed with 380 active connections to date.

• 1,300 Mi-Fi’s (mobile hotspot devices) have been distributed to provide connectivity to students

• Additional 300 Mi-Fi's being distributed to families as needed• An additional 24 Wireless Hotspots around the county with direct and unlimited

access to APS have been setup and more to come.• Comcast also provides numerous wireless hotspots around the county.• APS schools putting APS wireless outside schools

• Randolph Elementary• More information on Hotspots with maps are available on our website

• (https://www.apsva.us/digital-learning/internet/)

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Operations

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Meal Services Update

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• Served 28,341 students since school began (as of 9/22)• Meal Delivery at 10 Locations throughout the County, using

established safety protocols, by APS food services staff and APS vehicles.

• 21 School Meal Sites – Families can choose to pick up meals at one of the schools or one of the sites that is most convenient and closest to them.

• The Summer Food Service Program has been extended by the United States Department of Agriculture (USDA) through Dec. 31. All children under 18 will continue to receive free meals at all sites, no student ID required.

• Parents and guardians may pick up meals for children• NEW: P-EBT Card benefits available September 30-October

15 for students eligible for Free & Reduced-Price Meals• More information: apsva.us/school-year-2020-21/meal-

services/

Childcare for Families

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• We are working with the County to implement a program to provide childcare to specific, low-income families

• Eligibility will be based on criteria provided by the County's Department of Human Services

• Limited to one location only (TBD)• Available mid-October• County provide all funding necessary for APS to operate the childcare

• In addition, the County is working to:• Identify existing childcare availability for families• Encourage closed childcare centers to reopen and look at expanding existing

childcare• Help potential providers navigate the licensing and land use processes

HEALTH & SAFETY

Air Quality and Cleaning in Maintaining Healthy Environments and Operations

• APS Facilities and Operations will follow CDC’s guidelines and recommendations (Considerations for Schools) during COVID-19 to establish healthy environments and maintain healthy operations where possible.

• APS will follow the American Society of Heating Refrigeration and Air Conditioning Engineers (ASHRAE) “Reopening Guide For Schools and Universities” where possible for in-person learning during COVID-19.

• Strategies include cleaning and disinfecting, air quality and ventilation, and water systems.

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HEALTH & SAFETY

Cleaning and Disinfecting

APS will provide enhanced cleaning and disinfecting to mitigate transmission of the virus. Enhanced cleaning includes:• Frequently touched surfaces in common areas cleaned

minimum three times a day• Frequently touched surfaces in classrooms cleaned when

occupants change and after school• School buses cleaned after morning and afternoon service

Enhanced cleaning requires additional custodians and/or shift changes at elementary schools.

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HEALTH & SAFETY

Cleaning and Disinfecting

• Large disinfecting wipes and gloves will be provided for all classrooms.

• School administrators will determine who is responsible for cleaning classrooms when occupants change.

• Trash cans will be placed in corridors outside classrooms for food trash and waste.

• Trash will be removed after breakfast and lunch.• Restrooms will be checked regularly; paper products,

hand soap, and hand sanitizer will be restocked as needed.

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HEALTH & SAFETY

Cleaning and Disinfecting

• APS uses no bleach products.• APS uses broad-spectrum viricide, bactericide and

fungicide disinfectants in buildings and buses.• Disinfectants have no added fragrance.• Disinfectants are used on wipes, in electric sprayers and in

electrostatic-sprayers.• Electrostatic sprayers are used in spaces and on buses

where occupants have tested positive for COVID-19; they must be used by trained personnel.

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HEALTH & SAFETY

Air Quality and Ventilation

APS has 38 facilities with complex HVAC systems supporting over 1300 classrooms. • Proper ventilation is part of an overall risk mitigation

strategy for opening schools during COVID-19; other operational strategies include wearing masks, social distancing, staggered schedules, good hygiene, and signage and barriers.

Though there are no zero-risk strategies, proper ventilation can mitigate transmission of the virus.

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HEALTH & SAFETY

Air Quality and Ventilation

APS contracted CMTA Engineers to evaluate classroom ventilation systems for compliance with current codes and scheduled occupancy. The evaluation (APS Website>2020-21 School Year>Resources):• Focused on classroom spaces to identify how many

occupants the ventilation system would support• Reviewed most recent design documents, maintenance

records, and building automation system (BAS) data• Found that 93% of classrooms meet ventilation code for

in-person hybrid model occupancy• Found that 78% of classroom meet ventilation code for

normal occupancy

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HEALTH & SAFETY

Air Quality and Ventilation

Next steps for classrooms that do not meet ventilation code for hybrid model occupancy:• Onsite verification of classroom ventilation• Onsite and/or building control adjustments to classroom

ventilation equipment • Reduction of permitted classroom occupancy where

adjustments cannot be made Next steps for classrooms that do not meet ventilation code for normal mode occupancy will follow same process used for the hybrid model.

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HEALTH & SAFETY

Building Readiness Plan

• Ensure ventilation systems operate properly and meet needs of air circulation based on proposed occupancy levels of each space

• Increase ventilation rates where possible without adversely affecting operations and equipment performance

• Continue operating air systems 2 hours minimum before and after each school day

• Identify building controls issues and make corrective actions

• Change filters minimum 4 times a year

• Upgrade filters to MERV-13 (Minimum Efficiency Reporting Values) where possible before in-person learning begins

• Install mobile recirculating bipolar ionization units with HEPA (High Efficiency Particulate Air) filters in temporary isolation rooms at each school

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HEALTH & SAFETY

Building Readiness Plan

• Disable all water bubblers/fountains• Retain water bottle filling stations• Flush all water systems prior to building occupancy• Disable all hand dryers in restrooms and ensure paper

towel dispensers are installed• Ensure 10-week supply on hand for all custodial cleaning

and disinfectant supplies at each school

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Financial Projections

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Revenue ProjectionsDescription Amount*

(in millions)

County Revenue• County Revenue decrease• County CARES Act funding earmarked for Schools (additional revenue)

($14.1-$21.2)$7.0

State Revenue• State sales tax decrease• Other State Revenue changes

($3.60)TBD

Local Revenue• Extended Day (through Oct 2020), Aquatics, Building Use, Bus Camera Fines, etc., revenue loss ($5.22)

Federal Revenue• CARES Act funding for Schools (less Equitable Services amount to private schools) (additional revenue)• Medicaid reimbursement loss

$1.99($0.80)

TOTAL INCREASE/(DECREASE) IN REVENUE ($14.73-$21.83)

40*Estimates based on current information and being in the virtual model through the 1st quarter. All estimates are subject to change at any time.

Cost Projections

Description Amount*(in millions)

Health and Safety Needs• PPE, cleaning (supplies & personnel), screening (supplies & personnel) $6.63

Technology Needs• Devices, telephony, software licenses, etc. (includes PreK-2 devices purchased with CARES Act funds) $2.54

Instructional Needs• Printing and translation of elementary packets; additional days in summer for special education teachers for

Extended School Year (ESY) services and Individualized Education Plans (IEPs); toolkits for students $1.83

Mental Health and Well-being• Additional days in summer for social workers and bilingual family liaisons $0.13

Other• Food service staff pay through 1st Quarter; translations of communications $0.99

TOTAL INCREASE/(DECREASE) IN EXPENDITURES $12.12

41*Estimates based on current information and being in the virtual model through the 1st quarter. All estimates are subject to change at any time.

Savings Projections

Description Amount*(in millions)

Salary and Benefits• Hourly wages• Overtime

($0.13)($0.34)

Utilities and Fuel• Electricity, water, natural gas, and motor vehicle fuel ($0.52)

Capital Outlay• Additional and replacement furniture and equipment for schools ($2.10)

Contingency• Staffing contingency balance• Contingency against revenue loss in FY21 Budget

($2.51)($1.47)

TOTAL SAVINGS - INCREASE/(DECREASE) IN EXPENDITURES ($7.07)

42*Estimates based on current information and being in the virtual model through the 1st quarter. All estimates are subject to changeat any time.

Summary of Projections

Description Amount*(in millions)

Revenue Projections (net revenue loss) ($14.73-$21.83)

Cost Projections (additional costs) ($12.12)

Savings Projections (estimated savings) $7.07

NET SURPLUS/(SHORTFALL) ($19.78-$26.88)

43*Estimates based on current information and being in the virtual model through the 1st quarter. All estimates are subject to change at any time.