Allegheny Intermediate Unit
COVID-19 School Reopening Health and Safety Plan
Introduction
The Allegheny Intermediate Unit (AIU) Phased School Reopening Health and Safety Plan is organized into three primary sections, each representing a unique sector of the AIU. Section I is the plan for the AIU Central Office and applies to all employees and visitors to the Central Office. Section II addresses all students, families, and employees of the Early Childhood, Family and Community Services Division and Section III applies to students, families, and employees in the Special Education and Pupil Services Division. Itinerant staff will be guided by the approved safety plans of the entities they support.
The AIU serves 42 public school districts and many non-public schools within Allegheny County. It also operates three special education schools, two alternative schools, the education program at Shuman Juvenile Detention Center and the Allegheny County Jail, as well as multiple sites in our communities and schools. As such, the AIU reopening plan is organized to reflect and address the unique challenges inherent to each division.
Certain assumptions have been made throughout each section:
Universal masking is required for staff, students and visitors Procedures for cleaning and sanitation are specified Procedures for social/physical distancing are articulated
A communications plan is in place for the entire organization. In all cases, plans are intended to be guides and to be flexible enough to respond to changing conditions and guidance received from public health officials, the Pennsylvania Department of Education and the Office of the Governor.
Each division convened teams to develop their respective plans. Teams were made up of administrators and employees of each division in addition to representatives from the AIU Central Office. The Pandemic Safety Officer is Mr. Aaron Skrbin, the Director of Safety and Security for the AIU. The organizational Pandemic Response Team is listed on the following page.
Following the Pandemic Response Team, a table of content outlines the structure of this comprehensive plan. Additionally, there are several appendices to the plan that offer guiding documents for a variety of COVID-19 related concerns.
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Allegheny Intermediate Unit
Pandemic Response Team
Name Title Division
Dr. Robert Scherrer Executive Director Administration
Rosanne Javorsky Assistant Executive Director for Teaching and Learning Teaching and Learning
Dr. Catherine Lobaugh Assistant Executive Director for Early Childhood, Family and Community Services
Early Childhood, Family and Community Services
Dr. James Palmiero Assistant Executive Director for Special Education and Pupil Services
Special Education and Pupil Services
Jon Amelio Chief Technology Officer Administration
Erin Koebel Director of Human Resources and Labor Relations Administration
Joseph Lucarelli Chief Finance and Operations Officer Administration
Joseph Shaulis General Counsel Administration
John Batis Coordinator of Facilities, Maintenance and Logistics Early Childhood, Family and Community Services
Garry Dixson Facilities Operations Manager Administration
Aaron Skrbin Director of Safety and Security/Pandemic Safety Officer
Administration
Brian Stamford Program Director of Accountability and Innovative Practices
Teaching and Learning
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Allegheny Intermediate Unit
COVID-19 School Reopening Health and Safety Plan
Table of Contents
Section Title Pages
Section I: AIU Central Office Reopening Plan 4
Section II: Division of Early Childhood, Family and Community Services Plan 25
Section III: Division of Special Education and Pupil Services Plan 53
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Section I
AIU Central Office Reopening Plan
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Phased School Reopening Health and Safety Plan
Allegheny Intermediate Unit Central Office
Each school entity must create a Health and Safety Plan which will serve as the local guidelines for all instructional and non- instructional school reopening activities. As with all emergency plans, the Health and Safety Plan developed for each school entity should be tailored to the unique needs of each school and should be created in consultation with local health agencies. Given the dynamic nature of the pandemic, each plan should incorporate enough flexibility to adapt to changing conditions. The templates provided in this toolkit can be used to document a school entity’s Health and Safety Plan, with a focus on professional learning and communications, to ensure all stakeholders are fully informed and prepared for a local phased reopening of school facilities. A school entity’s Health and Safety Plan must be approved by its governing body and posted on the school entity’s publicly available website prior to the reopening of school. School entities should also consider whether the adoption of a new policy or the modification of an existing policy is necessary to effectively implement the Health and Safety Plan.
Each school entity should continue to monitor its Health and Safety Plan throughout the year and update as needed. All revisions should be reviewed and approved by the governing body prior to posting on the school entity’s public website.
The following document was developed by the Allegheny Intermediate Unit Executive Leadership Team, Director of Safety and Security and other relevant stakeholders for use by the staff of the Allegheny Intermediate Unit Central Office. The guidance and procedures within this document reflects consultation with the latest CDC, Pennsylvania Department of Health, Allegheny County Department of Health and Pennsylvania Department of Education guidelines. Every effort has been made to ensure that the needs of all stakeholders are met. It is important to note that due to the changing nature of the pandemic and the new knowledge gained about the Coronavirus, this initial guidance may, and likely will, change. Thank you all for your incredible diligence, creativity and flexibility as we navigate these uncharted waters together. Your work on behalf of the students and schools of Allegheny County has been nothing short of remarkable. Together we will continue to persevere through the many challenges that we face in these difficult times.
Preparing to Reopen
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The following pages outline specific procedures for reopening to be followed by all AIU Central Office Staff as well as our contracted custodial provider, St. Moritz. Specific instructions regarding when and how staff members will report to work will be communicated by your Supervisor. The Allegheny Intermediate Unit plans to reopen on Monday, August 3, 2020.
All employees will return to work at the AIU Central Office Employees with underlying health concerns must consult with their supervisors
and Human Resources in advance to discuss individual situations
Reopening
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Item Central Office Personnel Non Employees
Face Coverings Worn when entering and exiting the building Worn when travelling within the building Not required while at your personal work station
At all times while in the building unless unable to do so per CDC/ACHD guidelines
In Person Meetings Permitted as long as physical distancing is maintained
Not permitted unless required i.e. an IEP or intake meeting. Refer to guidance within the reopening document and your supervisor
First Floor Conference Rooms
Closed unless expressly permitted for use
Closed
Alle C Bistro Closed Closed
Kitchen (including refrigerator and microwave ovens)
Closed Closed
Work areas on second and third floor
Maintain social distancing Keurig machines may be used but nothing can be left in the room, i.e. mugs, K-Cups, etc.
Hand Sanitizer Available throughout the building Recommended at each work station
Required in areas where on site meetings are held
General Procedures for Daily Operations
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Table of Contents
Health and Safety Plan .......................................................................................................... 9 Type of Reopening .................................................................................................................. 10
Pandemic Coordinator/Team .................................................................................................. 11
Key Strategies, Policies, and Procedures ............................................................................... 12
Cleaning, Sanitizing, Disinfecting and Ventilation ............................................................... 13
Social Distancing and Other Safety Protocols ..................................................................... 15
Monitoring Student and Staff Health .................................................................................... 19
Other Considerations for Students and Staff ....................................................................... 21
Health and Safety Plan Professional Development ................................................................ 23
Health and Safety Plan Communications ................................................................................ 24
Health and Safety Plan Governing Body Affirmation Statement ............................. 117
This resource draws on a resource created by the Council of Chief State School Officers (CCSSO) that is based on official guidance from multiple sources to include: the Centers for Disease Control and Prevention, the White House, American Academy of Pediatrics, Learning Policy Institute, American Enterprise Institute, Rutgers Graduate School of Education, the World Health Organization, the Office of the Prime Minister of Norway as well as the departments of education/health and/or offices of the governor for Idaho, Montana, New York, Texas and Washington, DC.
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Health and Safety Plan: Allegheny Intermediate Unit
All decision-makers should be mindful that as long as there are cases of COVID-19 in the community, there are no strategies that can completely eliminate transmission risk within a school population. The goal is to keep transmission as low as possible to safely continue school activities. All school activities must be informed by Governor Wolf’s Process to Reopen Pennsylvania. The administration has categorized reopening into three broad phases: red, yellow, or green. These designations signal how counties and/or regions may begin easing some restrictions on school, work, congregate settings, and social interactions:
The Red Phase: Schools remain closed for in-person instruction and all instruction must be provided via remote learning, whether using digital or non-digital platforms. Provisions for student services such as school meal programs should continue. Large gatherings are prohibited.
The Yellow Phase and Green Phase: Schools may provide in-person instruction after developing a written Health and Safety Plan, to be approved by the local governing body (e.g. board of directors/trustees) and posted on the school entity’s publicly available website.
Based on your county’s current designation (i.e., red, yellow, green) and the best interests of your local community, indicate which type of reopening your LEA has selected by checking the appropriate box in row three of the table below. Use the remainder of the template to document your LEA’s plan to bring back students and staff, how you will communicate the type of reopening with stakeholders in your community, and the process for continued monitoring of local health data to assess implications for school operations and potential adjustments throughout the school year.
Depending upon the public health conditions in any county within the Commonwealth, there could be additional actions, orders, or guidance provided by the Pennsylvania Department of Education (PDE) and/or the Pennsylvania Department of Health (DOH) designating the county as being in the red, yellow, or green phase. Some counties may not experience a straight path from a red designation, to a yellow, and then a green designation. Instead, cycling back and forth between less restrictive to more restrictive designations may occur as public health indicators improve or worsen. This means that your school entity should account for changing conditions in your local Health and Safety Plan to ensure fluid transition from more to less restrictive conditions in each of the phase requirements as needed.
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Type of Reopening
Key Questions
How do you plan to bring students and staff back to physical school buildings, particularly if you still need social distancing in place?
How did you engage stakeholders in the type of re-opening your school entity selected? How will you communicate your plan to your local community? Once you reopen, what will the decision-making process look like to prompt a school closure or other
significant modification to operations?
Based on your county’s current designation and local community needs, which type of reopening has your school entity selected? (SELECT ONE BOX BELOW)
☒ Total reopen for all students and staff (but some students/families opt for distance learning out of safety/health concern).
☐ Scaffolded reopening: Some students are engaged in in-person learning, while others are distance learning (i.e., some grade levels in-person, other grade levels remote learning).
☐ Blended reopening that balances in-person learning and remote learning for all students (i.e., alternating days or weeks).
☐ Total remote learning for all students. (Plan should reflect future action steps to be implemented and conditions that would prompt the decision as to when schools will re-open for in-person learning).
Anticipated launch date for in-person learning (i.e., start of blended, scaffolded, or total reopening): August 3, 2020
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Pandemic Coordinator/Team
Each school entity is required to identify a pandemic coordinator and/or pandemic team with defined roles and responsibilities for health and safety preparedness and response planning during the phased reopening of schools. The pandemic coordinator and team will be responsible for facilitating the local planning process, monitoring implementation of your local Health and Safety Plan, and continued monitoring of local health data to assess implications for school operations and potential adjustments to the Health and Safety Plan throughout the school year. To ensure a comprehensive plan that reflects the considerations and needs of every stakeholder in the local education community, LEAs are encouraged to establish a pandemic team to support the pandemic coordinator. Inclusion of a diverse group of stakeholders is critical to the success of planning and implementation. LEAs are highly encouraged to make extra effort to engage representatives from every stakeholder group (i.e., administrators, teachers, support staff, students, families, community health official or other partners), with a special focus on ensuring that the voices of underrepresented and historically marginalized stakeholder groups are prioritized. In the table below, identify the individual who will serve as the pandemic coordinator and the stakeholder group they represent in the row marked “Pandemic Coordinator”. For each additional pandemic team member, enter the individual’s name, stakeholder group they represent, and the specific role they will play in planning and implementation of your local Health and Safety Plan by entering one of the following under “Pandemic Team Roles and Responsibilities”:
Health and Safety Plan Development: Individual will play a role in drafting the enclosed Health and Safety Plan;
Pandemic Crisis Response Team: Individual will play a role in within-year decision making regarding response efforts in the event of a confirmed positive case or exposure among staff and students; or
Both (Plan Development and Response Team): Individual will play a role in drafting the plan and within-year decision making regarding response efforts in the event of confirmed positive case.
Individual(s) Stakeholder Group Represented Pandemic Team Roles and
Responsibilities (Options Above)
Aaron Skrbin AIU Central Office Both
Garry Dixson AIU Central Office Both
Dr. Robert Scherrer AIU Central Office Both
Rosanne Javorsky AIU Central Office Both
Erin Koebel AIU Central Office Both
Joseph Lucarelli AIU Central Office Both
Jon Amelio AIU Central Office Both
Joseph Shaulis AIU Central Office Both
Dr. James Palmiero AIU Central Office Both
Dr. Catherine Lobaugh AIU Central Office Both
Brian Stamford AIU Central Office Both
John Batis AIU Central Office Both
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Key Strategies, Policies, and Procedures
Once your LEA has determined the type of reopening that is best for your local community and established a pandemic coordinator and/or pandemic team, use the action plan templates on the following pages to create a thorough plan for each of the requirements outlined in the Pennsylvania Department of Education’s Preliminary Guidance for Phased Reopening of PreK-12 Schools.
For each domain of the Health and Safety Plan, draft a detailed summary describing the key strategies, policies, and procedures your LEA will employ to satisfy the requirements of the domain. The domain summary will serve as the public-facing description of the efforts your LEA will take to ensure health and safety of every stakeholder in your local education community. Thus, the summary should be focused on the key information that staff, students, and families will require to clearly understand your local plan for the phased reopening of schools. You can use the key questions to guide your domain summary.
For each requirement within each domain, document the following:
Action Steps under Yellow Phase: Identify the discrete action steps required to prepare for and implement the requirement under the guidelines outlined for counties in yellow. List the discrete action steps for each requirement in sequential order.
Action Steps under Green Phase: Identify the specific adjustments the LEA or school will make to the requirement during the time period the county is designated as green. If implementation of the requirement will be the same regardless of county designation, then type “same as Yellow” in this cell.
Lead Individual and Position: List the person(s) responsible for ensuring the action steps are fully planned and the school system is prepared for effective implementation.
Materials, Resources, and/or Supports Needed: List any materials, resources, or support required to implement the requirement.
Professional Development (PD) Required: In order to implement this requirement effectively, will staff, students, families, or other stakeholders require professional development?
In the following tables, an asterisk (*) denotes a mandatory element of the plan. All other requirements are highly encouraged to the extent possible.
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Cleaning, Sanitizing, Disinfecting, and Ventilation
Key Questions
How will you ensure the building is cleaned and ready to safely welcome staff and students? How will you procure adequate disinfection supplies meeting OSHA and CDC requirements for COVID-
19? How often will you implement cleaning, sanitation, disinfecting, and ventilation protocols/procedures to
maintain staff and student safety? What protocols will you put in place to clean and disinfect throughout an individual school day? Which stakeholders will be trained on cleaning, sanitizing, disinfecting, and ventilation protocols? When
and how will the training be provided? How will preparedness to implement as a result of the training be measured?
Summary of Responses to Key Questions:
The AIU Central Office was deep cleaned following the March 13 closing order and regularly since then. The Facilities Operations Manager has acquired and continues to acquire cleaning, disinfectant and PPE supplies for use in the Central Office. Masks for all staff have already been acquired. In addition, the Allegheny Intermediate Unit follows all recommended guidelines for air circulation as prescribed. The custodial staff of the AIU Central Office will regularly clean restrooms and high touch areas during the work day. Custodial and facilities staff are trained on the relevant cleaning, sanitizing, disinfecting and ventilation protocols. Training occurred immediately after the March 13 closure.
Requirements Action Steps under Yellow Phase Action Steps
under Green Phase
Lead Individual
and Position
Materials, Resources,
and or Supports Needed
PD Required (Y/N)
* Cleaning, sanitizing, disinfecting, and ventilating learning spaces, surfaces, and any other areas used by students (i.e., restrooms, drinking fountains, hallways, and transportation)
Deep Cleaning of entire office Monitoring of air circulation in the building All public areas closed after cleaning Drinking fountains turned off
Cleaning of Central Office on a daily basis All public areas remain closed unless express permission from the Executive Director or designee is granted Drinking fountains remain closed, touchless bottle fillers are opened
Garry Dixson
Communication with St. Moritz regarding appropriate cleaning protocols
Per manufacturer’s product guidelines
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Requirements Action Steps under Yellow Phase Action Steps
under Green Phase
Lead Individual
and Position
Materials, Resources,
and or Supports Needed
PD Required (Y/N)
Other cleaning, sanitizing, disinfecting, and ventilation practices
Central Office Closed Hand sanitizer stations installed in multiple locations on each floor Staff encouraged to keep hand sanitizer at individual work stations
Garry Dixson
Communication with St. Moritz as above Communication with staff
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Social Distancing and Other Safety Protocols
Key Questions
How will classrooms/learning spaces be organized to mitigate spread? How will you group students with staff to limit the number of individuals who come into contact with
each other throughout the school day? What policies and procedures will govern use of other communal spaces within the school building? How will you utilize outdoor space to help meet social distancing needs? What hygiene routines will be implemented throughout the school day? How will you adjust student transportation to meet social distancing requirements? What visitor and volunteer policies will you implement to mitigate spread? Will any of these social distancing and other safety protocols differ based on age and/or grade ranges? Which stakeholders will be trained on social distancing and other safety protocols? When and how will
the training be provided? How will preparedness to implement as a result of the training be measured?
Summary of Responses to Key Questions:
Large group congregant spaces, including classrooms, conference rooms, and the cafeteria are closed until further notice.
In person meetings limited to AIU employees and only where physical distancing is possible
Specific procedures for use of communal spaces will be developed by the Pandemic Team and shared with AIU Central Office employees
Questions re: transportation and age range do not apply to the AIU Central Office Signs and messages will remind Central Office staff of the requirement to wear masks and the
necessity to maintain proper mitigation efforts such as washing hands, and the use of hand sanitizer Visitors and volunteers are prohibited under the yellow phase and strictly regulated in the green phase.
Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
* Classroom/ learning space occupancy that allows for 6 feet of separation among students and staff throughout the day, to the maximum extent feasible
AIU Central Office Closed to all outside visitors and clients
No classes or student learning activities held at Central Office In person appointment and meetings required by specific programs may occur. Each program must develop an individual safety plan, including traffic flow and cleaning protocols
Aaron Skrbin N/A Communication protocol, cleaning materials for space used for meetings (i.e. Clorox Wipes), hand sanitizer
N
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Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
* Restricting the use of cafeterias and other congregate settings, and serving meals in alternate settings such as classrooms
Cafeteria and conference rooms closed Work area use limited to one person at a time
Cafeteria and conference rooms are closed unless express permission for use is granted by the Executive Director or his designees Small group meeting/conferences may be held as necessary by individual programs at the discretion of program directors. Specific spaces are designated for such purposes and plans specific to each event must be submitted prior to the meetings taking place Work areas on each floor open with social distancing Keurig machines in work areas open. No mugs, K-Cups or any related material may be kept in the area
Aaron Skrbin Floor plans Construction Schedule Email Signage Clorox Wipes Hand Sanitizer
N
* Hygiene practices for students and staff including the manner and frequency of hand-washing and other best practices
No visitors permitted Masks must be worn by all employees when not at their work station
Visitors must wear masks at all times Masks must be worn by all employees when not at their work station Information provided to staff regarding handwashing, use of hand sanitizer maintaining physical distance
Aaron Skrbin Masks Hand Sanitizer Clorox Wipes Regularly scheduled restroom cleaning
Y – email, signs
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Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
* Posting signs, in highly visible locations, that promote everyday protective measures, and how to stop the spread of germs
Signs posted at building entrances, stairwells, restrooms, water fountains, work rooms and various points throughout the building
Signs posted at building entrances, stairwells, restrooms, water fountains, work rooms and various points throughout the building
Garry Dixson Signage N
* Identifying and restricting non-essential visitors and volunteers
Not permitted Individual programs will identify non-AIU employees who must enter the Central Office
Division Leaders and Program Supervisors
N
* Handling sporting activities for recess and physical education classes consistent with the CDC Considerations for Youth Sports
N/A
Limiting the sharing of materials among students
N/A Materials in public work rooms (copy rooms) must be wiped after each use utilizing a cleaning/disinfecting wipe or spray
Garry Dixson Signage Wipes and/or spray and rag
Y – review protocol for employees
Staggering the use of communal spaces and hallways
All communal spaces closed One way path in Technology Support Area
Cafeteria and conference rooms are closed unless express permission for use is granted by the Executive Director or his designees
Signage Communication to employees
N
Adjusting transportation schedules and practices to create social distance between students
N/A N/A
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Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
Limiting the number of individuals in classrooms and other learning spaces, and interactions between groups of students
N/A Use of conference rooms for student activities is not permitted with the exception of requirement previously noted In person meetings with individuals outside of the organization must have the express permission of the Executive Director. A corresponding safety plan is required that assures physical distancing, wearing of masks, and availability of hand sanitizer
N/A Executive Director
N/A Safety plan, masks, hand sanitizer
N
Coordinating with local childcare regarding on site care, transportation protocol changes and, when possible, revised hours of operation or modified school-year calendars
N/A N/A
Other social distancing and safety practices
Sick Room Closed Sick Room Closed. Use limited to employees identified with Human Resources with specific medical conditions
Erin Koebel, Director of Human Resources and Labor Relations
Sick Room must be closed and locked
Y – employee must be informed
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Monitoring Student and Staff Health
Key Questions
How will you monitor students, staff, and others who interact with each other to ensure they are healthy and not exhibiting signs of illness?
Where, to whom, when, and how frequently will the monitoring take place (e.g. parent or child report from home or upon arrival to school)?
What is the policy for quarantine or isolation if a staff, student, or other member of the school community becomes ill or has been exposed to an individual confirmed positive for COVID-19?
Which staff will be responsible for making decisions regarding quarantine or isolation requirements of staff or students?
What conditions will a staff or student confirmed to have COVID-19 need to meet to safely return to school? How will you accommodate staff who are unable to uncomfortable to return?
How will you determine which students are willing/able to return? How will you accommodate students who are unable or uncomfortable to return?
When and how will families be notified of confirmed staff or student illness or exposure and resulting changes to the local Health and Safety Plan?
Which stakeholders will be trained on protocols for monitoring student and staff health? When and how will the training be provided? How will preparedness to implement as a result of the training be measured?
Summary of Responses to Key Questions:
The Allegheny Intermediate Unit will develop and deploy a self-certification process for employees and visitors to complete prior to returning to work and entering the building. Re-certification will occur daily. Human Resources will communicate procedures to all employees regarding concerns for underlying condition and family members with underlying conditions. Any employee found to be symptomatic while at work will immediately be sent home. The Allegheny Intermediate Unit will communicate any suspected or confirmed cases among AIU employees reported by those employees to the Allegheny County Health Department and follow their guidance regarding self-isolation, quarantine and return to work.
Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
* Monitoring students and staff for symptoms and history of exposure
N/A Employee Self-Certification
Erin Koebel, Director of Human Resources and Labor Relations
Self-Certification Process Outlined Self-Certification Form
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Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
* Isolating or quarantining students, staff, or visitors if they become sick or demonstrate a history of exposure
N/A
* Returning isolated or quarantined staff, students, or visitors to school
N/A
Notifying staff, families, and the public of school closures and within-school-year changes in safety protocols
Other monitoring and screening practices
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Other Considerations for Students and Staff
Key Questions
What is the local policy/procedure regarding face coverings for staff? What is the policy/procedure for students?
What special protocols will you implement to protect students and staff at higher risk for severe illness? How will you ensure enough substitute teachers are prepared in the event of staff illness? How will the LEA strategically deploy instructional and non-instructional staff to ensure all students
have access to quality learning opportunities, as well as supports for social emotional wellness at school and at home?
Summary of Responses to Key Questions:
All staff and visitors at the AIU Central Office must wear face coverings when entering or leaving the building, moving around the building or attending in person meetings. Staff are not required to wear a mask while at their work station. Visitors must wear face coverings at all times. Children visiting the AIU Central Office for purposes of required meetings and evaluations must wear masks at the discretion of their parents and in accordance with any conditions that prohibit their use.
Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
* Protecting students and staff at higher risk for severe illness
Office Closed Staff at higher risk for severe illness will follow guidelines developed by Human Resources
Erin Koebel Joe Shaulis Rosanne Javorsky Robert Scherrer
Procedure verifying and addressing employees at higher risk
N
* Use of face coverings (masks or face shields) by all staff
Office Closed Masks must be worn by all employees when not at their work station Masks must be worn at all times by visitors
Aaron Skrbin Masks purchased for all Central Office Staff
N
* Use of face coverings (masks or face shields) by older students (as appropriate)
N/A
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Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
Unique safety protocols for students with complex needs or other vulnerable individuals
N/A
Strategic deployment of staff
N/A
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Health and Safety Plan Professional Development
The success of your plan for a healthy and safe reopening requires all stakeholders to be prepared with the necessary knowledge and skills to implement the plan as intended. For each item that requires professional development, document the following components of your professional learning plan.
Topic: List the content on which the professional development will focus. Audience: List the stakeholder group(s) who will participate in the professional learning activity. Lead Person and Position: List the person or organization that will provide the professional learning. Session Format: List the strategy/format that will be utilized to facilitate participant learning. Materials, Resources, and or Supports Needed: List any materials, resources, or support required to
implement the requirement. Start Date: Enter the date on which the first professional learning activity for the topic will be offered. Completion Date: Enter the date on which the last professional learning activity for the topic will be
offered.
Topic Audience Lead Person and Position Session Format
Materials, Resources, and
or Supports Needed
Start Date
Completion Date
Use of Face Coverings All Aaron Skrbin Email
Supporting Signage
July 21, 2020
August 3, 2020
Hand Washing and Disinfecting All Aaron Skrbin Email
Supporting Signage
July 21, 2020
August 3, 2020
Cleaning Individual Work Areas All Aaron Skrbin Email
Supporting Signage
July 21, 2020
August 3, 2020
Cleaning and Ventilation System
Custodial/Janitorial Staff Garry Dixson
Virtual and In person
MSDS Documents
March 13, 2020 ongoing
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Health and Safety Plan Communications
Timely and effective family and caregiver communication about health and safety protocols and schedules will be critical. Schools should be particularly mindful that frequent communications are accessible in non-English languages and to all caregivers (this is particularly important for children residing with grandparents or other kin or foster caregivers). Additionally, LEAs should establish and maintain ongoing communication with local and state authorities to determine current mitigation levels in your community.
Topic Audience Lead Person and Position Mode of
Communications Start Date
Completion Date
Overall Plan Communication All Central Office Employees
Aaron Skrbin Sarah McCluan Joe Shaulis
Email, School Messenger
July 21, 2020 Ongoing
Health and Safety Reminder Posters
All Central Office Employees and Visitors
Garry Dixson Posters March, 16, 2020 Completed
Regular COVID Updates All Central Office Employees
Aaron Skrbin Sarah McCluan Email
August 3, 2020 Ongoing
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Section II
Division of Early Childhood, Family and Community Services
Health and Safety Plan
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ECFCS Phased School Reopening Health and Safety Plan
Each school entity must create a Health and Safety Plan which will serve as the local guidelines for all instructional and non- instructional school reopening activities. As with all emergency plans, the Health and Safety Plan developed for each school entity should be tailored to the unique needs of each school and should be created in consultation with local health agencies. Given the dynamic nature of the pandemic, each plan should incorporate enough flexibility to adapt to changing conditions. The templates provided in this toolkit can be used to document a school entity’s Health and Safety Plan, with a focus on professional learning and communications, to ensure all stakeholders are fully informed and prepared for a local phased reopening of school facilities. A school entity’s Health and Safety Plan must be approved by its governing body and posted on the school entity’s publicly available website prior to the reopening of school. School entities should also consider whether the adoption of a new policy or the modification of an existing policy is necessary to effectively implement the Health and Safety Plan.
Each school entity should continue to monitor its Health and Safety Plan throughout the year and update as needed. All revisions should be reviewed and approved by the governing body prior to posting on the school entity’s public website.
The following document was developed by the Allegheny Intermediate Unit’s Early Childhood, Family, and Community Services Division (ECFCS) leadership team, Coordinator of Human Resources, Service Coordinator for Physical Health for DART/Head Start/Pre-K Counts, Coordinator of Facilities, Maintenance and Logistics, Finance and Business Operations, Director of Safety and Security and other relevant stakeholders for use by the staff of the Allegheny Intermediate Unit ECFCS Division community locations. The ECFCS division services 11,000 children and families in 152 locations at 74 unique sites across Allegheny County. In addition, the ECFCS Education for Children and Youth Experiencing Homelessness (ECYEH) program supports an additional 5,000 children across the 9 county region. The guidance and procedures within this document reflects consultation with the latest CDC, Pennsylvania Department of Health, Allegheny County Department of Health and Pennsylvania Department of Education guidelines. Every effort has been made to ensure that the needs of all stakeholders are met. It is important to note that due to the changing nature of the pandemic and the new knowledge gained about the Coronavirus, this initial guidance may, and likely will, change.
Thank you all for your incredible diligence, creativity and flexibility as we navigate these uncharted waters together. Your work on behalf of the students and schools of Allegheny County has been nothing short of remarkable. Together we will continue to persevere through the many challenges that we face in these difficult times.
Preparing to Reopen
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The following pages outline specific procedures for reopening to be followed by all ECFCS field staff. ECFCS Central Office staff should follow the AIU’s Central Office Health and Safety Plan. Specific instructions regarding when and how staff members will report to work will be communicated by your Supervisor. Monday, August 3, 2020
All ECFCS Central Office employees return to work
Monday, August 17, 2020 Family and Community Education Services (FACES) program employees
return to work Wednesday, August 19, 2020
Alternative Education (AEP) program employees return to work Pre-K Counts program employees return to work
Thursday, August 20, 2020
Head Start program employees return to work Friday, August 28, 2020
DART Early Intervention program employees return to work *Employees with underlying health concerns must consult with their supervisors and
Human Resources in advance to discuss individual situations.
Reopening
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Item Employees Non Employees
Face Coverings Follow the Order of the Pennsylvania Secretary of Health for Face Coverings as well as individual site requirements
Follow the Order of the Pennsylvania Secretary of Health for Face Coverings as well as individual site requirements
In Person Meetings Follow the Orders of the Pennsylvania Secretary of Health as well as individual site requirements
Follow the Order of the Pennsylvania Secretary of Health as well as individual site requirements
Kitchen areas (including refrigerator and microwave ovens and toaster, ice maker, coffee maker and hot water tap)
Employees will follow all established CDC guidance cleaning protocols in these areas and for appliances
Non-employees should not be using kitchens/and other appliances
All Work Areas Maintain physical distancing
No personal items can be left in any common areas in the community
Non-employees should not be in work areas
Hand Sanitizer ECFCS locations where permissible *Soap and water will be available for use with young children. *Hand sanitizer is not permitted to be used on young children per CDC guidelines
Follow CDC guidelines
General Procedures for Daily Operations
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Table of Contents
Health and Safety Plan: Allegheny Intermediate Unit - ECFCS Programs ............. 30 Type of Reopening .................................................................................................................. 31
Pandemic Coordinator/Team .................................................................................................. 32
Key Strategies, Policies, and Procedures ............................................................................... 34
Cleaning, Sanitizing, Disinfecting, and Ventilation .............................................................. 35
Social Distancing and Other Safety Protocols ..................................................................... 37
Monitoring Student and Staff Health .................................................................................... 42
Other Considerations for Students and Staff ....................................................................... 45
Health and Safety Plan Professional Development ................................................................ 47
Health and Safety Plan Communications ................................................................................ 48
Health and Safety Plan Governing Body Affirmation Statement……………………117 Additional Documents Attached:
Attachment A: Home Visiting Planning Considerations Attachment B: COVID-19 Screening Document Attachment C: Project ELECT Part 1 Attachment D: Project ELECT Part 2
This resource draws on a resource created by the Council of Chief State School Officers (CCSSO) that is based on official guidance from multiple sources to include: the Centers for Disease Control and Prevention, the White House, American Academy of Pediatrics, Learning Policy Institute, American Enterprise Institute, Rutgers Graduate School of Education, the World Health Organization, the Office of the Prime Minister of Norway as well as the departments of education/health and/or offices of the governor for Idaho, Montana, New York, Texas and Washington, DC.
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Health and Safety Plan: Allegheny Intermediate Unit - ECFCS Programs
All decision-makers should be mindful that as long as there are cases of COVID-19 in the community, there are no strategies that can completely eliminate transmission risk within a school population. The goal is to keep transmission as low as possible to safely continue school activities. All school activities must be informed by Governor Wolf’s Process to Reopen Pennsylvania. The administration has categorized reopening into three broad phases: red, yellow, or green. These designations signal how counties and/or regions may begin easing some restrictions on school, work, congregate settings, and social interactions:
The Red Phase: Schools remain closed for in-person instruction and all instruction must be providedvia remote learning, whether using digital or non-digital platforms. Provisions for student services suchas school meal programs should continue. Large gatherings are prohibited.
The Yellow Phase and Green Phase: Schools may provide in-person instruction after developing awritten Health and Safety Plan, to be approved by the local governing body (e.g. board ofdirectors/trustees) and posted on the school entity’s publicly available website.
Based on your county’s current designation (i.e., red, yellow, green) and the best interests of your local community, indicate which type of reopening your LEA has selected by checking the appropriate box in row three of the table below. Use the remainder of the template to document your LEA’s plan to bring back students and staff, how you will communicate the type of reopening with stakeholders in your community, and the process for continued monitoring of local health data to assess implications for school operations and potential adjustments throughout the school year.
Depending upon the public health conditions in any county within the Commonwealth, there could be additional actions, orders, or guidance provided by the Pennsylvania Department of Education (PDE) and/or the Pennsylvania Department of Health (DOH) designating the county as being in the red, yellow, or green phase. Some counties may not experience a straight path from a red designation, to a yellow, and then a green designation. Instead, cycling back and forth between less restrictive to more restrictive designations may occur as public health indicators improve or worsen. This means that your school entity should account for changing conditions in your local Health and Safety Plan to ensure fluid transition from more to less restrictive conditions in each of the phase requirements as needed.
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Type of Reopening
Key Questions
How do you plan to bring students and staff back to physical school buildings, particularly if you still need social distancing in place?
How did you engage stakeholders in the type of re-opening your school entity selected? How will you communicate your plan to your local community? Once you reopen, what will the decision-making process look like to prompt a school closure or other
significant modification to operations?
Based on your county’s current designation and local community needs, which type of reopening has your school entity selected? (SELECT ONE BOX BELOW)
☐ Total reopen for all students and staff (but some students/families opt for distance learning out of safety/health concern).
☐ Scaffolded reopening: Some students are engaged in in-person learning, while others are distance learning (i.e., some grade levels in-person, other grade levels remote learning).
☒ Blended reopening that balances in-person learning and remote learning for all students (i.e., alternating days or weeks). *See attachment A: Home Visiting Planning Considerations
☐ Total remote learning for all students. (Plan should reflect future action steps to be implemented and conditions that would prompt the decision as to when schools will re-open for in-person learning).
Anticipated launch date for in-person learning (i.e., start of blended, scaffolded, or total reopening): ECFCS community locations based on individual program calendars.
Head Start: September 8, 2020
Pre-K Counts: August 21, 2020
FACES: Early Head Start: August 31, 2020 Adult Education: August 31, 2020 Family Centers: August 31, 2020 Family Literacy: August 31, 2020 Project ELECT: August 31, 2020 Fatherhood: August 31, 2020
AEP: August 25, 2020
DART: August 31, 2020
ECYEH: August 17, 2020
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Pandemic Coordinator/Team
Each school entity is required to identify a pandemic coordinator and/or pandemic team with defined roles and responsibilities for health and safety preparedness and response planning during the phased reopening of schools. The pandemic coordinator and team will be responsible for facilitating the local planning process, monitoring implementation of your local Health and Safety Plan, and continued monitoring of local health data to assess implications for school operations and potential adjustments to the Health and Safety Plan throughout the school year. To ensure a comprehensive plan that reflects the considerations and needs of every stakeholder in the local education community, LEAs are encouraged to establish a pandemic team to support the pandemic coordinator. Inclusion of a diverse group of stakeholders is critical to the success of planning and implementation. LEAs are highly encouraged to make extra effort to engage representatives from every stakeholder group (i.e., administrators, teachers, support staff, students, families, community health official or other partners), with a special focus on ensuring that the voices of underrepresented and historically marginalized stakeholder groups are prioritized. In the table below, identify the individual who will serve as the pandemic coordinator and the stakeholder group they represent in the row marked “Pandemic Coordinator”. For each additional pandemic team member, enter the individual’s name, stakeholder group they represent, and the specific role they will play in planning and implementation of your local Health and Safety Plan by entering one of the following under “Pandemic Team Roles and Responsibilities”:
Health and Safety Plan Development: Individual will play a role in drafting the enclosed Healthand Safety Plan;
Pandemic Crisis Response Team: Individual will play a role in within-year decision makingregarding response efforts in the event of a confirmed positive case or exposure among staff andstudents; or
Both (Plan Development and Response Team): Individual will play a role in drafting the planand within-year decision making regarding response efforts in the event of confirmed positivecase.
Individual(s) Stakeholder Group Represented Pandemic Team Roles and
Responsibilities (Options Above)
Aaron Skrbin AIU Central Office Both
Alice Gillenberger Human Resources Both
Chris Rodgick Head Start & Pre-K Counts Both
Shannon McGee Early Head Start Both
Lisa Schroth DART Early Intervention Pandemic Crisis Response Team
John Batis ECFCS Community Sites Both
Carolyn Weissgerber ECFCS Both
Cindy Callaghan ECFCS Both
Amy Slenska Head Start & Pre-K Counts Both
Dr. Catherine Lobaugh ECFCS Both
Jeanette Casciato Head Start & Pre-K Counts Both
Dr. Licia Lentz Alternative Education Both 32 of 117
Lori Vollman Family and Community Education Services Both
Nicole Anderson Education for Children and Youth Experiencing Homelessness
Both
The information in this document is inclusive of ongoing conversations with staff, community partners and other stakeholders.
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Key Strategies, Policies, and Procedures
Once your LEA has determined the type of reopening that is best for your local community and established a pandemic coordinator and/or pandemic team, use the action plan templates on the following pages to create a thorough plan for each of the requirements outlined in the Pennsylvania Department of Education’s Preliminary Guidance for Phased Reopening of PreK-12 Schools.
For each domain of the Health and Safety Plan, draft a detailed summary describing the key strategies, policies, and procedures your LEA will employ to satisfy the requirements of the domain. The domain summary will serve as the public-facing description of the efforts your LEA will take to ensure health and safety of every stakeholder in your local education community. Thus, the summary should be focused on the key information that staff, students, and families will require to clearly understand your local plan for the phased reopening of schools. You can use the key questions to guide your domain summary.
For each requirement within each domain, document the following:
Action Steps under Yellow Phase: Identify the discrete action steps required to prepare forand implement the requirement under the guidelines outlined for counties in yellow. List thediscrete action steps for each requirement in sequential order.
Action Steps under Green Phase: Identify the specific adjustments the LEA or school willmake to the requirement during the time period the county is designated as green. Ifimplementation of the requirement will be the same regardless of county designation, then type“same as Yellow” in this cell.
Lead Individual and Position: List the person(s) responsible for ensuring the action steps arefully planned and the school system is prepared for effective implementation.
Materials, Resources, and/or Supports Needed: List any materials, resources, or supportrequired to implement the requirement.
Professional Development (PD) Required: In order to implement this requirement effectively,will staff, students, families, or other stakeholders require professional development?
In the following tables, an asterisk (*) denotes a mandatory element of the plan. All other requirements are highly encouraged to the extent possible.
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Cleaning, Sanitizing, Disinfecting, and Ventilation
Key Questions
How will you ensure the building is cleaned and ready to safely welcome staff and students? How will you procure adequate disinfection supplies meeting OSHA and CDC requirements for
COVID-19 How often will you implement cleaning, sanitation, disinfecting, and ventilation
protocols/procedures to maintain staff and student safety? What protocols will you put in place to clean and disinfect throughout an individual school day? Which stakeholders will be trained on cleaning, sanitizing, disinfecting, and ventilation protocols?
When and how will the training be provided? How will preparedness to implement as a result of the training be measured?
Summary of Responses to Key Questions:
Every site will be cleaned following CDC guidelines prior to staff and student return. The Facilities Operations Manager has acquired and continues to acquire cleaning, disinfectant and PPE supplies for use in ECFCS locations. The Facilities Operations Manager will work with school districts and facility owners to ensure appropriate cleaning protocols are in place and that recommended guidelines for air circulation established by the CDC are followed for ECFCS occupied spaces. The staff of each site will regularly clean restrooms and high touch areas during the work day. Custodial and facilities staff will continue to be trained on the relevant cleaning, sanitizing, disinfecting and ventilation protocols.
Requirements Action Steps under Yellow Phase Action Steps
under Green Phase
Lead Individual
and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
* Cleaning, sanitizing, disinfecting, and ventilating learning spaces, surfaces, and any other areas used by students (i.e., restrooms, drinking fountains, hallways, and transportation)
Cleaning of all ECFCS locations based on guidance from CDC and PDE as needed All water fountains will be turned off or school district/partner provider health and safety processes will be followed for those locations
Cleaning of all ECFCS locations based on guidance from CDC and PDE as needed All water fountains will be turned off or school district/partner provider health and safety processes will be followed for those locations
John Batis
Communication with Service Master, Coverall, and staff regarding appropriate cleaning protocols and with vendors such as Pitt Supply and Paper Plus
Y
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Requirements Action Steps under Yellow Phase Action Steps
under Green Phase
Lead Individual
and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
Other cleaning, sanitizing, disinfecting, and ventilation practices
ECFCS will follow Governor, Health Secretary, PDE, and CDC guidance
ECFCS will follow Governor, Health Secretary, and CDC guidance
Follow communication processes to report air conditioner, furnace issues with regard to ventilation.
Windows will be opened when possible
ECFCS staff
John Batis
Communication with Service Master, Coverall, and staff regarding appropriate cleaning protocols
Y
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Social Distancing and Other Safety Protocols
Key Questions
How will classrooms/learning spaces be organized to mitigate spread? How will you group students with staff to limit the number of individuals who come into contact
with each other throughout the school day? What policies and procedures will govern use of other communal spaces within the school
building? How will you utilize outdoor space to help meet social distancing needs? What hygiene routines will be implemented throughout the school day? How will you adjust student transportation to meet social distancing requirements? What visitor and volunteer policies will you implement to mitigate spread? Will any of these social distancing and other safety protocols differ based on age and/or grade
ranges? Which stakeholders will be trained on social distancing and other safety protocols? When and
how will the training be provided? How will preparedness to implement as a result of the trainingbe measured?
Summary of Responses to Key Questions:
ECFCS administered Early Childhood Classrooms (DART, Head Start, Pre-K Counts), AEP and all FACES programming will be open for the 2020-2021 school year according to individual program calendars and program specifics. Children and families will receive programming and eat their meals either inside the classroom or in an open air environment. Students will be taught proper handwashing procedures. All staff will follow handwashing and cleaning protocols as recommended by the CDC. All visitors that are non-essential to the program will be approved by the supervisor on an individual basis. Visitors will follow all ECFCS and AIU procedures for site visits. All staff will be trained on physical distancing and safety protocols. Training will be provided virtually and staff will be expected to sign-off on protocol. Children who receive transportation services must follow the guidelines which are instituted by the school district supplying the transportation service. Signage and messages will be posted in all ECFCS community locations to remind ECFCS staff and families of the requirement to wear masks and the necessity to maintain proper mitigation efforts such as washing hands, and the use of hand sanitizer.
Requirements Action Steps under Yellow Phase Action Steps under Green
Phase
Lead Individual
and Position
Materials, Resources, and
or Supports Needed
PD Required
(Y/N)
* Classroom/learning spaceoccupancy thatallows for 6 feetof separationamong studentsand staffthroughout theday, to themaximumextent feasible
ECFCS will follow the guidance of CDC and PDE to the maximum extent possible
Required in person appointments, evaluations, and meetings required by specific programs may occur with proper physical distancing and cleaning protocols in effect
John Batis
Program Directors, Classroom Supervisors, Site Directors, Principals and Teachers
Individual program calendars
Communication on protocol, cleaning materials for ECFCS locations
Floor stickers for directions and physical distancing
N
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Requirements Action Steps under Yellow Phase Action Steps under Green
Phase
Lead Individual
and Position
Materials, Resources, and
or Supports Needed
PD Required
(Y/N)
* Restricting theuse ofcafeterias andothercongregatesettings, andserving meals inalternatesettings such asclassrooms
ECFCS will follow the guidance of CDC and PDE to the maximum extent possible
Children, students, and families (Complete the ECFCS COVID-19 Screening Document) will eat meals in classrooms and other spaces within each location. Each ECFCS program has established protocols for meals. Small group meeting/ conferences may be held as necessary by individual programs at the discretion of program directors. Specific spaces in community locations shall be designated for such purposes. Physical distancing and cleaning protocols will be in effect
Program Directors, Classroom Supervisors, Site Directors, Principals and Teachers
Signage
Communication on protocol and cleaning materials for ECFCS locations.
ECFCS COVID-19 Screening Document
*See Attachment B:COVID-19 Screening Document
N
* Hygienepractices forstudents andstaff includingthe manner andfrequency ofhand-washingand other bestpractices
ECFCS follow the guidance of CDC and PDE to the maximum extent possible
ECFCS follow the guidance of CDC and PDE to the maximum extent possible
Cindy Callahan, BSN, MSN, CRNP, Program Directors, Classroom Supervisors, Site Directors, and Principals
Masks
Hand sanitizer and soap
Y
* Posting signs,in highly visiblelocations, thatpromoteeverydayprotectivemeasures, andhow to stop thespread of germs
Signage posted at building entrances, stairwells, restrooms, water fountains, work rooms/offices and various points throughout the building
Signs posted at building or classroom entrances, stairwells, restrooms, water fountains, work rooms/offices and various points throughout the building
Program Directors, Site Directors, Principals, and John Batis
Signage N
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Requirements Action Steps under Yellow Phase Action Steps under Green
Phase
Lead Individual
and Position
Materials, Resources, and
or Supports Needed
PD Required
(Y/N)
* Identifying andrestricting non-essentialvisitors andvolunteers
Non-essential visitors and volunteers are not permitted
All visitors must be approved by a program administrator
Complete the ECFCS COVID-19 Screening Document
Program Directors and Supervisors, Site Directors, and Principals
State guidance
ECFCS COVID-19 Screening Document
*See Attachment B:COVID-19 Screening Document
N
* Handlingsportingactivities forrecess andphysicaleducationclassesconsistent withthe CDCConsiderationsfor YouthSports
ECFCS programs will follow all current orders and guidelines
ECFCS programs will follow all current orders and guidelines. Equipment will be cleaned after each use and physical distancing guidelines will be followed. The use of some equipment will be restricted during this phase if proper protocol can’t be followed
Classroom Supervisors, Site Directors, Principals and Teachers
Guidance for physical distancing and cleaning surfaces before and after each use
Communication to staff and families on proper protocol and cleaning materials for ECFCS locations
Y
Limiting the sharing of materials among students
ECFCS programs will follow all current orders and guidelines
Frequently touched surfaces will be cleaned after specific program services and activities. Materials in shared spaces must be wiped after each use utilizing a cleaning/ disinfecting wipe or spray
Program Directors, Classroom Supervisors, Site Directors, Teachers and Principals
Signage
Approved cleaning solutions
Disposable wipes
Paper towels
Y
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Requirements Action Steps under Yellow Phase Action Steps under Green
Phase
Lead Individual
and Position
Materials, Resources, and
or Supports Needed
PD Required
(Y/N)
Staggering the use of communal spaces and hallways
Communal spaces are closed
Scheduled use of communal spaces in ECFCS locations Surfaces in those rooms will be cleaned following their use. Floor stickers may be used for physical distancing and one-way direction in the halls
Program Directors, Classroom Supervisors, Site Directors, Teachers and Principals
Signage Communication to employees
Y
Adjusting transportation schedules and practices to create social distance between students
The DART and AEP programs will work with each school district regarding transportation health and safety protocols
The DART and AEP programs will work with each school district regarding transportation health and safety protocols
Program Directors and Principals
NA NA
Limiting the number of individuals in classrooms and other learning spaces, and interactions between groups of students
ECFCS follow the guidance of CDC and PDE to the maximum extent possible
Enrollment is limited in programs where possible Physical distancing is in place when possible dependent on available space Students are kept in cohort groups during instructional time when possible
Program Directors, Classroom Supervisors, Site Directors, Teachers and Principals
Safety plan
Y
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Requirements Action Steps under Yellow Phase Action Steps under Green
Phase
Lead Individual
and Position
Materials, Resources, and
or Supports Needed
PD Required
(Y/N)
Coordinating with local childcare regarding on site care, transportation protocol changes and, when possible, revised hours of operation or modified school-year calendars
NA NA for all ECFCS programs with the exception of Family Centers and EHS van transportation will be limited based on ECFCS screener results of families and providing transportation to individual families at a time
Site Directors Program Directors
Drivers are trained on appropriate methods to clean and sanitize vans after each trip
Y
Other social distancing and safety practices
ECFCS programs will follow any additional guidance based on individual site needs
ECFCS programs will follow any additional guidance based on individual site needs
Program Directors, Classroom Supervisors, Site Directors, Teachers and Principals
Based on individual location
N
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Monitoring Student and Staff Health
Key Questions
How will you monitor students, staff, and others who interact with each other to ensure they arehealthy and not exhibiting signs of illness?
Where, to whom, when, and how frequently will the monitoring take place (e.g. parent or childreport from home or upon arrival to school)?
What is the policy for quarantine or isolation if a staff, student, or other member of the schoolcommunity becomes ill or has been exposed to an individual confirmed positive for COVID-19?
Which staff will be responsible for making decisions regarding quarantine or isolationrequirements of staff or students?
What conditions will a staff or student confirmed to have COVID-19 need to meet to safely returnto school? How will you accommodate staff who are unable to uncomfortable to return?
How will you determine which students are willing/able to return? How will you accommodatestudents who are unable or uncomfortable to return?
When and how will families be notified of confirmed staff or student illness or exposure andresulting changes to the local Health and Safety Plan?
Which stakeholders will be trained on protocols for monitoring student and staff health? Whenand how will the training be provided? How will preparedness to implement as a result of thetraining be measured?
Summary of Responses to Key Questions:
ECFCS will develop and deploy a self-certification form for all individuals entering community classrooms/locations. The AIU Human Resources department will communicate procedures to all employees regarding concerns for underlying conditions and family members with underlying conditions. Any employee or student exhibiting possible symptoms of COVID-19, as identified by the CDC, the procedures outlined in the AIU Decision Tree will be followed. The AIU will notify effected employees and/or students and families of potential exposure. The AIU will communicate any suspected or confirmed cases to the Allegheny County Health Department and follow their guidance regarding self-isolation, quarantine and return to work.
Requirements Action Steps under Yellow
Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources, and
or Supports Needed
PD Required
(Y/N)
* Monitoringstudents andstaff forsymptomsand history ofexposure
ECFCS programs will follow all current orders and guidelines
*See Attachment D:Project ELECT Part 2
AIU staff will use the AIU Symptom Screening Self-Certification
Students and families will use the ECFCS COVID-19 Screening Document and temperature checks
*See Attachment D:Project ELECT Part 2
AIU Human Resources
Frontline staff and program administrators
AIU Symptom Screening Self-Certification
COVID-19 Screening Document
*See AttachmentB: COVID-19 Screening Document
Y
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Requirements Action Steps under Yellow
Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources, and
or Supports Needed
PD Required
(Y/N)
* Isolating orquarantiningstudents,staff, orvisitors ifthey becomesick ordemonstratea history ofexposure
ECFCS programs will follow all current orders and guidelines
ECFCS programs will follow all current orders and guidelines
Identify an area to separate anyone who exhibits COVID-like symptoms
Close off areas used by any sick person and do not use them until they have been cleaned
Front line staff
Teaching staff and/or designee
Classroom Staff
ACHD guidance
Cleaning materials and PPE including gowns and masks
Y
* Returningisolated orquarantinedstaff,students, orvisitors toschool
ECFCS programs will follow all current orders and guidelines
In the event that a staff member or child has been exposed to someone who has a laboratory confirmed case of COVID-19, they must follow the guidance from the Allegheny County Health Department Any employee who was directed to quarantine or isolate, must contact Human Resources prior to returning. Individuals (both students and staff) may need to provide documentation by a healthcare professional and/or ACHD confirming that isolation/quarantine has been completed
For students Cindy Callahan will be in communication with the ACHD
AIU Human Resources
NA N
Notifying staff, families, and the public of school closures and within-school-year changes in safety protocols
ECFCS programs will follow all current orders and guidelines All staff will be kept up-to-date on all changes via email
All staff, students, and families will be kept up-to-date on all changes via email and via the AIU website Additional information may be sent from the Allegheny County Health Department
Administration NA N
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Requirements Action Steps under Yellow
Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources, and
or Supports Needed
PD Required
(Y/N)
Other monitoring and screening practices
ECFCS programs will follow all current orders and guidelines All staff will be kept up-to-date on all changes via email
Staff located in school district or other partner locations will comply with the host’s health screenings before entering the location
Suspected/ confirmed COVID case will be reported to the host district or partner by AIU HR
Staff in host locations should report any concerns to their direct supervisor
NA
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Other Considerations for Students and Staff
Key Questions
What is the local policy/procedure regarding face coverings for staff? What is the policy/procedure for students?
What special protocols will you implement to protect students and staff at higher risk for severe illness?
How will you ensure enough substitute teachers are prepared in the event of staff illness? How will the LEA strategically deploy instructional and non-instructional staff to ensure all
students have access to quality learning opportunities, as well as supports for social emotional wellness at school and at home?
Summary of Responses to Key Questions:
ECFCS programs will follow all state and local policy/procedure regarding face coverings. Currently face coverings are required for all staff and visitors (approved by the program leaders identified above) at all ECFCS community locations. All staff, visitors, and children (age 2 and above) must wear a mask according to state guidelines when physical distancing cannot be maintained. In locations where ECFCS programs are located in a shared space (school district, community, institutional settings) the protocols of the host locations will be followed.
Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
* Protecting students and staff at higher risk for severe illness
ECFCS programs will follow all current orders and guidelines *See Attachments C & D: Project ELECT Parts 1 & 2
Virtual instruction is available for high risk students High risk staff should follow guidelines developed by Human Resources *See Attachments C& D: Project ELECT Parts 1 & 2
Program Directors, Classroom Supervisors, Site Directors, Teachers and Principals AIU Human Resources
Dependent on student’s individual plan
Y
* Use of face coverings (masks or face shields) by all staff
ECFCS programs will follow all current orders and guidelines
Follow guidelines issued by the state and CDC
John Batis Program Directors
Masks provided to staff Signage for correct use of masks
Y
* Use of face coverings (masks or face shields) by older students (as appropriate)
ECFCS programs will follow all current orders and guidelines
Follow guidelines issued by the state and CDC
Program Directors, Classroom Supervisors, Site Directors, Teachers and Principals
Masks Disposable masks for children and older students
Y
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Requirements Action Steps under Yellow Phase Action Steps
under Green Phase Lead
Individual and Position
Materials, Resources,
and or Supports Needed
PD Required
(Y/N)
Unique safety protocols for students with complex needs or other vulnerable individuals
ECFCS programs will follow all current orders and guidelines
Individual plans will be implemented and virtual services will be provided
Cindy Callaghan
Program Directors, Classroom Supervisors, Site Directors, Teachers and Principals
To be determined on an individual basis and in conjunction with PDE and CDC guidelines
Y
Strategic deployment of staff
ECFCS programs will follow all current orders and guidelines
Follow guidelines outlined in this document for safety in all locations
Decisions will be made on a case by case basis
Administration Guidelines and documentation
Y
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Health and Safety Plan Professional Development
The success of your plan for a healthy and safe reopening requires all stakeholders to be prepared with the necessary knowledge and skills to implement the plan as intended. For each item that requires professional development, document the following components of your professional learning plan.
Topic: List the content on which the professional development will focus. Audience: List the stakeholder group(s) who will participate in the professional learning activity. Lead Person and Position: List the person or organization that will provide the professional
learning. Session Format: List the strategy/format that will be utilized to facilitate participant learning. Materials, Resources, and or Supports Needed: List any materials, resources, or support
required to implement the requirement. Start Date: Enter the date on which the first professional learning activity for the topic will be
offered. Completion Date: Enter the date on which the last professional learning activity for the topic will
be offered.
Topic Audience Lead
Person and Position
Session Format
Materials, Resources,
and or Supports Needed
Start Date
Completion Date
Use of Face Coverings
ECFCS staff Program Directors and Cindy Callaghan, Nurse Practitioner
Virtual and in-person
Supporting signage and documents
August 3, 2020
Ongoing as new guidance is issued and new staff are hired
Hand Washing and Disinfecting
ECFCS staff Program Directors and Cindy Callaghan, Nurse Practitioner
Virtual and in-person
Supporting signage and documents
August 3, 2020
Ongoing as new guidance is issued and new staff are hired
Cleaning Individual Work Areas
ECFCS staff Program Directors and Cindy Callaghan, Nurse Practitioner
Virtual and in-person
Supporting signage and documents
August 3, 2020
Ongoing as new guidance is issued and new staff are hired
Cleaning and Ventilation System
Custodial/ Janitorial Staff
John Batis Virtual and in- person
MSDS documents
March 16, 2020
Ongoing as new guidance is issued and new staff are hired
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Health and Safety Plan Communications
Timely and effective family and caregiver communication about health and safety protocols and schedules will be critical. Schools should be particularly mindful that frequent communications are accessible in non-English languages and to all caregivers (this is particularly important for children residing with grandparents or other kin or foster caregivers). Additionally, LEAs should establish and maintain ongoing communication with local and state authorities to determine current mitigation levels in your community.
Topic Audience Lead Personand Position Mode of
Communications Start Date
Completion Date
Overall Plan Communication
All ECFCS staff and families
Dr. Catherine Lobaugh
Program Directors
Email, School Messenger
July 28, 2020 (pending Board approval)
Ongoing
Health and Safety Reminder Posters
All ECFCS staff and families
Program Directors
Posters August 3, 2020
Ongoing
Regular COVID Updates All ECFCS staff and families
Aaron Skrbin
Sarah McCluan
Email August 3, 2020
Ongoing
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ECFCS Home Visiting Planning Considerations
Above all other guidance and planning, ECFCS personnel must follow the guidelines offered by the CDC, PA DOH and local jurisdictions. Pennsylvania’s business guidance outlines mask‐ wearing requirements and additional safety parameters for both employees and customers including employee health screening requirements. ECFCS personnel must always wear masks when working in‐person with a child and their family, regardless of the ability to practice social distancing. Programs shall be prepared to communicate their agency health and safety practices regarding their employees if requested by the family.
How to Plan: Planning Considerations for ECFCS home visits
Communicate the requirement that all providers delivering in‐person services must weara mask during the delivery of services as stated in CDC guidance on masks and PA DOH requirements.
Communicate the requirement to screen any family requesting in‐person services usingthe ECFCS COVID‐19 screener questionnaire.
Coordinate the access to PPE & disinfecting products for your staff
Health & Safety Procedures – Mask for Children & Families: It is strongly recommended that adults present during an in‐person service wear masks in their home or other setting where the child is receiving ECFCS services. Children under the age of 2 should not wear a mask at any time. Families should be prepared to supply their own mask(s) during the in‐person services. If a family indicates the adults will not be wearing a mask and conflicts with ECFCS policy; ECFCS will offer virtual services as an alternative to in‐person services.
Health & Safety Procedures – Screening: When there is an identified need for an in‐person visit, ECFCS staff should contact the family prior to every in‐person service delivery session to ask the health screening questions found on the ECFCS COVID Screener for in‐person services. ECFCS staff should document the responses to the screening on the ECFCS COVID Screener form. A family is not required to respond to health screening questions to receive services. Families who choose to not be screened will be offered virtual services.
Health & Safety Procedures – During the In‐Person Session: ECFCS staff should try to refrain from bringing outside items into the home or community setting. ECFCS has protocols in place to disinfect any personal items used in the home or community setting and used by the provider and/or family. ECFCS staff should wash or disinfect their hands before entering and after leaving each home and in addition to wearing a mask, make every effort to maintain a six‐foot social distance from the child and family when direct contact is not needed for the service. When possible, ECFCS staff and families should take advantage of outdoor spaces that support the child’s and family’s routines for the delivery of in‐person services.
7/8/2020 adapted from OCDEL guidance from 7/2/2020
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ECFCS COVID-19 Screening Document
When there is an identified need for in-person service, the provider of the services should contact the family prior to every in-person service to ask the following health screening questions and additional considerations as recommended by the US Department of Health and Human Services.
Name:
Date of Screening:
Screening Questions: Yes No
Have you or anyone in the home tested positive or suspected of having COVID-19 in the last 14 days?
Do you or anyone in the home have signs or symptoms of a fever, new or worsening cough, sore throat, shortness of breath, respiratory illness?
Have you or anyone in the home had contact within the last 14 days with someone with or under investigation for COVID-19?
Additional Considerations: * Yes No
Have you or anyone who will be present during the visit traveled outside off Pennsylvania in the past 14 days? Will a person with a weakened immune system, a person who is over the age of 65 years, or a person that has chronic health conditions (e.g. heart disease, lung disease, diabetes), or other factors that pose a risk if the person becomes infected with COVID-19 be present during the visit?
Considerations/Comments:
Name of Screener:
If the response is yes to any of the three screening questions above, it is recommended that the provider of services coordinate with the family to participate in a virtual session instead of an in-person session.
*If the response is yes to the two additional considerations, it is recommended that the provider ofserv
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